Contracts and Procurement Administrator
About the role
The Contracts and Procurement Administrator supports the Procurement team in the administration of equipment purchase agreements, Engineering, Procurement, and Construction (EPC) agreements, and Master Service agreements (MSA) for technical services along with ongoing supplier management. The role coordinates with equipment vendors, contractors, and service providers with internal project stakeholders to track contractual deliverables, production / project schedules, equipment inventory, invoices, purchase orders, change orders and procurement documentation. The position will support competitive sourcing activities, maintain accurate procurement and contract records, follow up on outstanding actions and proactively identify schedule, commercial and contractual risks requiring escalation.
Position is local to Houston with a hybrid office policy. Position may require periodic trips for team meetings, site visits or/and other industry related events.
Responsibilities
- Support all related day-to-day tasks related to supplier onboarding and ongoing vendor master maintenance
- Review Supplier Certificates of Insurance and validate that all insurance requirements are being met
- Ensure timely conversion of Purchase Requisitions into Purchase Orders
- Investigate and resolve any issues related to Purchase Orders, Change Orders, or Invoices
- Work closely with Project Managers and other business stakeholders to ensure efficient and consistent procurement practices throughout all stages of the project
- Attend recurring vendor/project meetings, prepare meeting minutes, maintain action-item logs, and follow up with vendors and internal stakeholders until actions are closed
- Act as a day-to-day point of contact for assigned equipment suppliers and coordinate communications between vendors, Procurement, Project Management, Engineering, Finance/AP, and other stakeholders
- Administer assigned procurement agreements throughout the contract lifecycle, including tracking contractual deliverables, drawings/documentation, manufacturing milestones, production schedules, delivery dates, payment milestones, invoices, warranties, and other supplier obligations
- Maintain equipment procurement and inventory trackers, including equipment in production, storage, allocated inventory, available inventory, and equipment transferred between projects
- Review supplier production schedules and progress updates, identify schedule, commercial, contractual, or delivery risks, and escalate potential issues before they impact the project
- Process and track Purchase Orders, Change Orders and invoices and coordinate resolution of discrepancies with vendors, Project Managers and AP
- Assist Procurement Managers with preparation and administration of RFPs, RFQs and RFIs, including bidder documentation, proposal tracking, clarifications, commercial information and evaluation records
- Maintain an organized repository and tracker of assigned purchase agreements, amendments, change orders, notices, commercial correspondence and other contractual documentation
- Track invoice and payment status against contractual payment schedules and confirm that the required contractual deliverables have been completed prior to payment processing
- Support preparation of reports and dashboards showing equipment status, upcoming milestones, outstanding actions, payment status, delivery dates and identified risks
Requirements
Bachelor's degree in supply chain management, business, engineering, or a related field. 3 -5+ years of experience in contract / procurement admin, preferably in renewable energy or EPC Adept knowledge of procurement fundamentals, contracting drafting principles, and project management methodologies Excellent analytical and problem-solving abilities, with proficiency in technology and data-driven decision-making Familiarity with project management principles and software including (but not limited) to ERP systems (Procore), procurement software, or data analytics tools