Contractor Administrator Manager

Responsibilities

• Coordinate contractor availability with Maintenance Planning/Scheduling and Operations for routine, backlog, shutdown/turnaround, and emergency work.
• Ensure all required pre-job documentation is complete and approved prior to execution (e.g., JSA/JHA, permits, LOTO, confined space, lift and hot work plans).
• Verify contractor company and individual worker compliance with site requirements, including orientations, safety training, craft qualifications, medical/fit-for-duty, and drug/alcohol programs.
• Maintain current contractor rosters, site access badges, competency records, and insurance certificates (as provided by Procurement).
• Facilitate work permitting, site access, escorting (as required), and coordination of area ownership with Operations.
• Monitor daily contractor execution against plan for safety, quality, productivity, and scope compliance; identify and escalate execution barriers.
• Request additional contractor resources through established non-commercial channels.
• Confirm field progress, work order updates, and closures in the CMMS (e.g., SAP), ensuring accurate labor, time, and material confirmations by responsible parties.
• Collaborate with Procurement to establish contract KPIs that are reasonable, measurable, and commercially viable—ensuring performance indicators can be effectively tracked without adding unnecessary cost to the services provided.
• Work with third-party contractors to establish, monitor and report performance against KPIs (safety, schedule adherence, rework/quality, productivity); provide feedback to contractors and internal stakeholders.
• Provide operational input to Procurement (e.g., performance metrics, safety history, schedule adherence, quality indices).
• Enforce site EHS standards and applicable PSM requirements related to contractor work, including Contractor Safety, MOC participation, Pre-Startup Safety Reviews, and Safe Work Permitting.
• Participate in audits, field observations, toolbox talks, and incident investigations; track and drive corrective actions to closure (non-commercial).
• Verify work completion in accordance with approved work packs, drawings, procedures, and OEM specifications.
• Coordinate required inspections and NDE activities.
• Collect turnover documentation, as-built updates, and confirm proper demobilization and site housekeeping.

Qualifications

• 5+ years in maintenance/turnaround/contractor coordination within chemical, refining, or heavy industrial environments.
• Demonstrated knowledge of safe work permitting, PSM/OSHA contractor safety, lockout/tagout, confined space, hot work, elevated work, and lifting/rigging practices.
• Proficiency with CMMS (SAP/Maximo/IFS), scheduling tools (Primavera/MS Project), and digital permit systems.
• Strong understanding of QA/QC practices, drawing/Isometric review, and inspection/NDE workflows.
• Must be able to climb stairs and lift a minimum of 20 pounds.

Education

• Associate’s degree or equivalent experience in Industrial Maintenance, Construction Management, or related field; Bachelor’s preferred.

Benefits

• Discretionary Bonus
• Medical, Dental, and Vision Insurance
• 401K with Match
• Profit Sharing
• Paid Time Off (PTO)
• Short-Term and Long-Term Disability (STD / LTD)
• Dependent Care Flexible Spending Account (FSA)
• Health Savings Account (HSA)
• Paid Parental Leave
• Adoption Assistance
• Reactions – Recognition Program
• Employee Assistance Program (EAP)