Administrative Assistant

Administrative Assistant

Position:  Contract ADministration Assistant

Overview

The Contract Administration Assistant is a member of the site contract administration team and is responsible for supporting the Site Contract Administrator in completion of tasks associated with Contracted Services at the Belle Plant. The Contract Administration Assistant (CA Assistant) role is a full time position, working under the direction of the Site Contract Administrator.

Responsibilities of the CA Assistant include:  Contractor Prequalification, Contractor Post Job Evaluation Compliance,  Contracting Strategy maintenance;  Contractor Records Documentation;  Contractor Headcount, Managing audit process for invoice verification and support of special projects in the Contract Administration Function.

General Knowledge/Skills/Abilities

• Knowledgeable of the Contracting Process from beginning to end


• Excellent oral and written communication skills


• Excellent team building, collaboration skills and interpersonal skills.


• Excellent Computer skills including Microsoft Office knowledge of Excel & Word and Lotus Notes E-Mail Application


• Knowledge of the requisitioning system – (SAP)

Duties & Responsibilities

• Contractor Pre Qualification / Qualification
  
  
  
  • Contact contractors to obtain required information
    
    
    
    • Request Data be populated / updated into Supplier Portal (Or current data repository)  and request that contractor fill out prequalification documentation.
    
    
    • Evaluate Data versus objective corporate requirements for qualification
    
    
    • Evaluate Data versus subjective requirements for qualification.  (Review of OSHA logs, Prior History, Citations)
    
    
    • Maintain site qualification log; 
    
    
    • Qualify sub-contractors as appropriate
    
    
    
    
  
  
  • Contractor Pre Job Meetings
    
    
    
    • Participate in document preparations for Contractor Pre Job Meetings
    
    
    • Audit compliance with pre job meeting requirements.
    
    
    
    
  
  
  • Contractor Post Job Evaluations
    
    
    
    • Drive Compliance with Post Job evaluation process
    
    
    • Maintain Contractor Evaluations Spreadsheet
    
    
    
    
  
  
  • Maintain Contractor Strategy Document
    
    
    
    • Update with new qualifications
    
    
    • Update with PO's / Corporate Contract Numbers
    
    
    • Keep phone and email contacts up to date
    
    
    • Post and issue accordingly
    
    
    
    
  
  
  • Contractor Documentation
    
    
    
    • Obtain all required documentation from contractors.  (Ex:  Certifications, Training information, SubContractors Used, MSDS's......)
    
    
    • Manage filing system for documentation
    
    
    • Maintain Contractor Variance Log
    
    
    
    
  
  
  
  

• Maintain XWO Logs


• Maintain Contractor Correspondence records


• Manage Monthly Headcount  updates
  
  
  
  • Maintain monthly Contractor Headcount process
  
  
  • Update spreadsheet
  
  
  • Review with CA / Issue to CA
  
  
  • Develop Daily Contractor sign in protocol
  
  
  • Manage Training Log for CA / FCA's
  
  
  • Support special projects / programs for Contract Administration as needed
    
    
    
    • Use of off site basic training / site orientation for all contractors
    
    
    
    
  
  
  • Manage Invoice Verification Audit Process
    
    
    
    • Knowledge of contracts - (where stored, how to access, understanding of terms / conditions)
    
    
    • Work with area personnel to validate services - audit current practice
    
    
    • Verify Time and Material Sheets versus gatelog system
      
      
      
      • Reconcile discrepancies
      
      
      
      
    
    
    
    
  
  
  
  

Document cost avoidances / savings