Contracts Coordinator
NES Group Ltd
Contracts Co-Ordinator
Location: Seaham
Hybrid working: 3-days on-site, 2 days from home
Duration: Initial 12-month contract
The Contract Coordinator provides comprehensive commercial, contractual, procurement, financial, and document control support to project delivery teams on large-scale infrastructure projects. Reporting to the Contract Manager, the role acts as a central coordination point between project, commercial, finance, procurement, SHEQ, and client interfaces to ensure contractual compliance, cost control, timely cash flow, and robust document management throughout the project lifecycle.
Reporting Line
• Reports to: Contract Manager
• Works closely with: Project Managers, Quantity Surveyors, Finance, Procurement, Logistics, SHEQ,
Engineering and Client Representatives
Key Responsibilities
Procurement & Purchase-to-Pay Management
• Review installation design Bills of Quantities and prepare sourcing trackers for all items to be procured, including cables, accessories, hire equipment and services.
• Keeping hire equipment records up to date, ensuring data accuracy.
• Managing the purchase to pay process for the HV projects business including raising of purchase requisitions, B2B requisitions and call off orders.
• Seek quotations for goods and services, as requested by the project teams, and actively negotiate where possible to reduce the overall cost to the business.
• Actively monitor and manage the purchase order coverage, highlighting to the Contract Manager and Project Manager, any purchase order coverage which is likely to be exceeded.
• Control and minimise the use of emergency purchase orders.
• Assign suitable project engineers to each job ensuring holiday periods are covered and liaising across departments when support is required.
• Support logistics activities, including coordination of deliveries with suppliers and factories where required.
Invoice, Payment & Cash Flow Management
• Managing the approval of invoices through the goods receipting process, including seeking approval from the project team and recorded goods receipts within the GR tracker for each project.
• Act as the central point of contact for invoice queries, coordinating responses and resolutions with internal stakeholders.
• Ensure timely submission of payment applications to clients and raise project invoices in line with contractual requirements to support consistent cash flow.
• Review client feedback on payment applications and coordinate responses or resubmissions as required.
Commercial & Contract Support
• Maintain and update change management registers, including variations, compensation events and related commercial records.
• Support the drafting, review and issue of commercial documentation such as applications for payment, variations, compensation events, cost reports and notices.
• Notify project delivery teams of incoming and outgoing contractual and commercial correspondence.
• Attend coordination meetings with clients and internal teams to discuss progress, issues and contractual matters where required.
Financial Reporting & Audit Support
• Review cost centre reports to ensure expenditure is allocated correctly, liaising with Finance to correct misallocations where required.
• Collate and analyse cost data for monthly financial reviews and forecasts, ensuring costs are accurately categorised.
• Assist the Contract Manager in updating forecasts, monitoring project budgets and preparing final cost versus tender analyses at project close-out.
• Complete project questionnaires and provide supporting documentation for interim and year-end audits, including contracts, variations, authorisations and cost reports.
Document Control & Project Administration
• Manage project documentation in line with company and client requirements.
• Issue and control document numbers through the Master Document Register (MDR), ensuring revision status and document metadata are kept up to date.
• Control the creation, review, distribution and transmission of documents throughout the document lifecycle.
• Upload, manage and archive documents within SharePoint or other document management systems.
• Track document submissions, client review comments, responses and resubmissions against contractual timescales.
• Format and proofread documents to ensure compliance with company standards.
• Assist with compilation of final project handover and close-out files.
• Provide general administrative and coordination support across the project as required.
Project Coordination & Quality Support
• Raise and track non-conformance reports as required.
• Coordinate Factory Acceptance Tests (FATs), including scheduling, client invitations and attendance where required.
• Manage technical queries and ensure actions are closed out in a timely manner.
• Support preparation of monthly dashboards and contribute to management reporting.
SHEQ Responsibilities
• Maintain compliance with Health & Safety at Work Act 1974, Environmental Protection Act 1990 and all applicable company and client SHEQ procedures.
• Update and submit SHEQ KPI data as required.
• Support and participate in SHEQ initiatives and improvement activities, including completing safety audits on site.
• Report near misses, incidents and improvement opportunities.
• Ensure appropriate use and maintenance of PPE.
Person Specification:
Essential
• Experience in a contract administration, contract coordination or commercial support role within construction, infrastructure or engineering projects.
• Understanding of purchase-to-pay processes, invoice management and cost control.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Proficient in Microsoft Office applications.
• Strong interpersonal, communication and stakeholder management skills.
• Proactive, self-motivated and detail-oriented approach.
• Flexibility to adapt to changing priorities and deadline
Desirable
• Experience working under FIDIC and/or NEC forms of contract.
• Experience with document control systems and audit support.
• Exposure to large-scale or multi-disciplinary projects.
• SAP experience is desirable but not essential
With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.
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