Contracts Coordinator

Role Objective

The Contracts Coordinator supports the Head of Commercial in the  effective administration, coordination, and control of all contractual and  tendering activities across the organisation. 

The role is pivotal in maintaining robust commercial governance by  ensuring contracts are accurately recorded, monitored, and managed throughout  their lifecycle. The post holder will play a key role in supporting tender  submissions, contract renewals, and compliance with internal processes,  helping to minimise risk and protect commercial value. 

This role requires a highly organised and detail-oriented individual  with strong administrative capability and a proactive approach to managing  multiple priorities in a structured commercial environment. 

______________________________________

Key Responsibilities

Contract Administration and Lifecycle Management

• Maintain accurate and up-to-date records of all contracts, amendments, and commercial correspondence.

• Track key contractual milestones, including renewals, expiry dates, notice periods, and escalation mechanisms.

• Support the timely renewal of contracts by coordinating internal stakeholders and escalating where required.

• Assist in monitoring compliance with contractual terms and flag potential risks or breaches.

Commercial Governance Support

• Support the implementation and maintenance of commercial governance processes, templates, and approval workflows.

• Ensure all contracts and commercial documents follow company policies and approval procedures.

• Maintain document control and version management for all contractual documentation.

Tender and Bid Support

• Assist in the coordination of tender activities, including:

• Collating documentation and input from internal stakeholders

• Formatting and compiling bid submissions

• Maintaining tender trackers and deadlines

• Support the Head of Commercial in ensuring submissions are complete, accurate, and compliant with client requirements.

• Coordinate responses to client clarifications and post-submission queries.

Stakeholder Coordination

• Act as a central point of contact for contract-related administrative queries across departments.

• Liaise with Finance, Legal, Operations, and external stakeholders to gather and share relevant information.

• Support communication of commercial processes and requirements within the organisation.

Reporting  and Data Management

• Maintain contract and tender registers, ensuring data accuracy and accessibility.

• Produce regular reports on contract status, upcoming renewals, and tender activity.

• Assist in preparing documentation for audits and internal reviews.

Risk and Compliance

• Support the identification and escalation of commercial risks, including missed deadlines, contractual obligations, or compliance issues.

• Ensure documentation supports audit readiness and aligns with governance requirements.

• Adhere to legal, regulatory, and company standards in all contract-related activities.

______________________________________

Governance, Risk and Compliance

• Ensure adherence to internal policies and commercial procedures.

• Maintain strong document control and audit trails for all commercial activities.

• Support the Head of Commercial in enforcing governance standards and mitigating risk exposure.

• Promote accuracy, consistency, and accountability in all contract administration tasks.

______________________________________

Authority and Decision Making

• Operate within clearly defined processes and escalation frameworks.

• Escalate contractual issues, risks, or non-compliance to the Head of Commercial.

• Support decision-making by providing accurate and timely information.

______________________________________

Essential Qualifications and Experience

Qualifications & Professional Memberships:

• A degree or relevant professional experience in business, administration, or a related field.

Experience:

• Experience in contracts administration, commercial support, or similar coordination role.

• Strong organisational skills with the ability to manage multiple tasks and deadlines.

• High level of accuracy and attention to detail in document handling.

• Proficient in Microsoft Office (particularly Excel, Word, and document management systems).

• Strong written and verbal communication skills.

• Ability to work collaboratively across teams and functions.

______________________________________

Desirable Qualifications and Experience

Qualifications & Professional Memberships:

• Professional training or certification in contract management (e.g., WorldCC/IACCM).

Experience:

• Experience working in maritime, energy, offshore, or a related sector.

• Exposure to tendering or bid coordination processes

• Familiarity with contract management systems and document control processes.

• Basic understanding of commercial terms and contract structures

______________________________________

Core Competencies

• Attention to Detail

• Organisation and Time Management

• Commercial Awareness (developing)

• Contract Administration

• Communication Skills

• Stakeholder Coordination

• Problem Solving

• Accountability and Reliability

• Proficiency in Document and Data Management

• Professionalism and Integrity