Senior Specialist, Contracts Administration

at  KS Potash Canada

K+S Potash Canada (KSPC) is part of the K+S Group, with headquarters in Saskatoon, Saskatchewan; a solution potash mine and production facility located near Moose Jaw and Regina, Saskatchewan; and a potash handling and storage facility operated in partnership with Pacific Coast Terminals in Port Moody, British Columbia. We acknowledge that our Saskatchewan offices and facilities are located on Treaty 4 and Treaty 6 land. These are the territories of the Cree, Salteaux and Sioux, and the homeland of the Métis people. Our Port Moody operation is located on the land of the Coast Salish peoples, including the Kwikwetlam, Tsleil-Waututh, Squamish and Musqueam First Nations. Our organization is committed to having long lasting and deeply rooted relationships with Indigenous people and communities, and is proud to provide job and business opportunities for local people and businesses.

Reporting to the Director, Procurement & Corporate Affairs, the Sr. Specialist, Contracts Administration is responsible to oversee contract administration processes from contract execution through to the completion of the Service, Supply and Construction contract demobilization. The Sr. Specialist, Contracts Administration will primarily oversee the development and implementation of contracts administration strategy on a project-by-project basis, understanding the implications at a portfolio level. This effort will include defining roles and responsibilities of contracts administration for key projects and assigning internal and external resources as required. The Sr. Specialist, Contracts Administration will oversee the administration of contracts at various levels, providing guidance on dispute management, invoice management, and relationship management with internal and external clients. The Sr. Specialist, Contracts Administration will be the responsible contracts administrator for complex projects including, reviewing and managing payment claims and related invoices, negotiating Change Orders, back charges and non-conforming work, Labour Equipment Material (LEM) reconciliation. Additional responsibilities include, but are not limited to:

Oversee contract administration processes and resource allocation - 40% :

• Develop, implement, and refine the contracts administration process and related procedures in coordination with the Projects and Contract Management team, as well as define the interactions related to Responsible, Accountable, Consult and Inform (RACI) within the, Projects, Finance, Procurement teams and other KSPC Stakeholders.
• Provide expertise support to contracts formation strategy and in assessing owners team capacity for executing the strategy
• Working with the Leaders of Program Delivery and Project Services (Project Management Office), develop strategies to allocate and assign resources for contracts administration on a project-by-project basis
• Manage contract administration work of individuals performing contracts administration across KSPC’s project portfolio
• Develop, implement, and refine contract administration KPIs and performance reporting for specific projects and across the portfolio
• Participate in project kick off meetings and steercos, as required

Coordinate and develop business relationships with internal and external clients - 20% :

• Ensure clarity of roles and expectations for inputs into contracts administration and contract management
• Ensure coordination with Cost Control and projects regarding project controlling, estimating, and forecasting
• Develop and maintain relationships with internal resources who can support and implement contracts administration at KSPC
• Develop and maintain relationships with external service providers who can support and implement contracts administration practices at KSPC
• Ensure maintenance of positive relationships with contractors throughout contract execution

Administration and monitoring of select complex project contracts - 40% :

• Oversee administration of materials, equipment, and services contracts
• Administer and follow the Contract strategy for named contract throughout the project lifecycle
• Act as liaison between the Owner’s team and the contractors on the site for all change requests, change orders, amendments, notices invoicing, progress claims, and other contractual correspondence during execution
• Review, interpret, and analyze contract documents to support enforcement of the contract execution per contracted terms
• Identifies and advises on the resolution of a range of critical contract issues including contractor performance
• Follow KSPC procedures and ensure that all Contract activities are in the best interest of KSPC
• Prepare documentation to negotiate unsubstantiated claims with the contractors
• Lead negotiations with contractors and suppliers on all invoicing, invoicing discrepancies, progress disputes, change order negotiations, contract amendments, LEM’s
• Anticipate and proactively mitigate risks associated with contract performance, including vendor evaluation
• Support the warranty management process, escalating issues as necessary
• Assist with the coordination of administration and distribution of records in compliance with audit standards
• Audit invoicing and assure compliance with contract terms including use of interim Payment Certificates
• Ensure contractor’s work, reporting, scheduling, progressing payments are performed in accordance with contract requirements
• Attest Contractor invoices in compliances with the established contract terms
• Perform Close-out of the contracts as required including Final account and holdback release
• Ensure identification and management of changes, back charges, non-confirming work are executed properly with each contract, including execution of process contract variations, change orders
• Assist with the contractor de-mobilization process as necessary
• Collaborate with Accounts Payable for vendor invoicing discrepancies, holdbacks, short payments, and achieving discounts