Contract Administrator Job Description: Top Duties and Qualifications

A Contract Administrator, or Commercial Manager oversees all aspects of commercial contracts within a company. Their work includes preparing, reviewing and negotiating company contracts .


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Contract Administrator duties and responsibilities

The Contract Administrator does more than negotiate contract terms with internal and external parties. Some of their main tasks include:

  • Articulating, capturing and implementing contractual issues
  • Negotiating contract terms with both internal and external entities
  • Reviewing existing contracts and updating them
  • Monitoring contractual performance using spreadsheets and electronic document management systems (EDMS) 
  • Analysing risks associated with specific contract terms
  • Creating language standards for new contract documents or existing ones
  • Providing detailed reporting to the involved parties at the end of a contract
  • Administering and managing financial records, invoices, credits and final accounts as per project requirement


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Contract Administrator Job Description Examples:


Example 1

*The Sureserve Group of businesses provide market leading compliance and energy services across the UK, with over 2,100 employees working from over 20 offices.* *We are committed to developing talent at all levels, ensuring equality, diversity, and inclusion in the way we work and in the communities in which we work, and making sure that every one of our people, clients and customers has the opportunity and support to fulfil their professional and personal potential.* Aaron Services, part of The Sureserve Group are a market leading heating and hot water specialist with 35 years of successful delivery and a growing client base, we are currently on the lookout for an experienced contract administrator to join our busy Boston team, based in our Boston Office on a permanent basis. The purpose of this role is to ensure that accurate data is delivered and communicated daily to the appropriate parties and all planned/allocated works are distributed on time, meeting the standards set by the Company and its Clients. The successful candidate will be responsible for providing administrative support to the Team Leaders, Heating Engineers, Suppliers, and their Tenants and ideally, would have proven administrative work experience. *Key Responsibilities: * * Planning the day to day works of the Heating Engineers, Multi-Skilled Engineers, Electricians, Plumbers, Apprentices, and work accordingly. * Ensuring the cascade of data is both accurate and timely. * Ensuring up to date records are both produced and kept via the appropriate mediums on time. * Liaise with the other Contracts Administrators and Supervisors. * Answering and dealing with phone calls from both Clients and Tenants. *Key Attributes: * * A self-motivated individual, looking to develop and progress within a successful Company. * Understand and work to an excellent level of customer service. * The ideal candidate will have experience and be proficient with Microsoft packages, IT systems and databases and possess strong organisational abilities. * Friendly and professional attitude to encourage good relationships with Engineers, Tenants and Clients. If you believe you have the relevant skills, knowledge, and experience to be a key contributor and positive member of our Team who wishes to be part of the future of Aaron Services. Please apply now by submitting your CV confirming your current salary. Our exemplary Company benefits package will apply to this role. Aaron Services is an equal opportunities employer and values everyone as an individual. Reference ID: Indaar Job Type: Permanent Salary: Up to £19,000.00 per year Schedule: * 8 hour shift * Monday to Friday Work remotely: * No

Example 2

Job Title: Contract Support Administrator Reports to: Operations Director This role is an important position within the Reports and Operations Department in line with the growth and development, quality, profitability, and customer focus objectives of the business. One of the key objectives of this role is to ensure all customers, but especially key accounts, have a consistently high standard of service delivered. Ensuring each and every customer contact is a positive experience, and any issues are resolved quickly and successfully for all parties. This requires a clear understanding of the business processes, ensuring customer excellence is central to all activities whilst consistently meeting the required performance standard *Main Responsibilities* To assist the Reports & Operations team to deliver business objectives in line with the Company Business Plan. Primarily working on key accounts within the business. *In particular, this will include: * * Booking in jobs, calendar management * Allocation of jobs to engineers as appropriate * Planning journeys and organising site visits in a logical manner * Preparation of paperwork for clients, RAMS etc * Liaison with clients via telephone and email * Collation of engineers’ weekly paperwork, including job sheets, expenses, time sheets and mileage sheets * Travel arrangements and accommodation for staff whilst they are working away * Managing engineers downloads and preparation of reports to send to clients *General Administrative tasks, including: * * Answering the telephone and directing calls * Preparation of planning spreadsheets * Liaison with internal staff and external suppliers & subcontractors * The use of internal company systems and to update them with accurate information, ensuring the Reports and Operation teams can continuously improve the quality and timeliness of delivery of the service provided. *Core Competencies* * Process driven with ability to react to urgent requests * Operationally sound * Customer focus * Common sense approach * Ability to think tasks through from start to finish Communication skills * Adaptable * Personal Organisation * Team Working * Attention to Detail * Works well under pressure *Required experience - must have* Excellent administration skills * Confident Telephone Manner * Excellent operational skills * Excellent IT skills – Outlook, Word, Excel * GSCE Grade 4 Maths and English minimum * Expected Start Date: ASAP Job Types: Full-time, Permanent Salary: per year Schedule: * Monday to Friday COVID-19 considerations: Yes. Offices are COVID secure. Staff working from home where possible. Work remotely: * No

Example 3

* We are looking to recruit some one quickly into this role. If you are suitably experienced please send your CV now. Please note previous applicants should not apply again. * The post entails working in a team, whilst managing your own workload. Making and receiving a high volume of telephone calls daily. Making and scheduling appointments for engineers to attend properties, using a comprehensive property maintenance database to perform this role. Dealing with an ever changing workload that demands attention to detail and good organisational skills. * The right candidate needs to have an outgoing personality and the stamina to move in a fast paced office environment. * To meet the requirements for this post you must have had at least 2 years administration experience in an office environment. With strong communication skills both written and oral and must be able to communicate effectively with occupants, engineers and managers, through email, text, phone and face to face, whilst maintaining a professional attitude at all times. You must have good organisational skills together with the ability to work without Supervision. Must have good IT skills and experience of working with MS Excel and databases. * This contract is working along side Amey/MOD and as such the successful applicant will have to go through a clearance process and sign the Official Secrets Act. Therefore a checkable work history will be required and you will be expected to give personal details, which will be covered under the Data Protection Act. * Your working base will be at MOD Donnington, Telford. Due to the location of the office, you will be required to have you own transport. * Working hours will be Monday to Friday - 08.00 to 16.30, with 30 minute unpaid break. Reference ID: admin5 Application deadline: 23/06/2021 Job Types: Full-time, Permanent Salary: per year Schedule: * 8 hour shift Work remotely: * No

Example 4

Waste Water Contracts & Spares Service Administrator Haigh Engineering based in Ross on Wye is one the UK’s leading manufacturers of water treatment and healthcare equipment sold worldwide. We are looking for a self-motivated, enthusiastic, driven individual with a minimum of 1 year's customer service experience, primarily to support the Head of Customer Service (Waste Water and Spares). While the successful Candidate may have no initial grounding in the products, they will need to take an interest in the technical aspects of the products and their performance and learn quickly. On the job training will be provided. *Duties* * The role requires an excellent telephone manner to take service calls from customers and enter onto the computer system. * To type and post contract details to customers on initial enquiry. * To type up contract agreements & relevant letters. * Maintaining customers' service contracts sending out renewals and invoices when due. * Sorting of engineers' service report paperwork and raising invoices. * To identify and advise customers on all spares requirements, using serial numbers and information available through archive and the computer database. * Ability to understand drawings and bill of material across the product range. * Sending out quotations as needed. * Entering spares orders onto computer system. * Raise relevant paperwork ready for dispatch of orders. * Liaising with production on availability, where parts are made to order, and set customer expectations on lead times * To progress spares orders with production staff to meet customer needs. * Recording returns on GRN database and update. * Maintain and use Procurement Payment database. * General housekeeping, to include filing for the Service Department. Reference ID: WWC&SA100621 Job Types: Full-time, Permanent Benefits: * Company pension * On-site parking * Profit sharing * Sick pay Schedule: * Monday to Friday COVID-19 considerations: We have remained open throughout the pandemic and have had procedures and processes in place since before the first lockdown in March. We regularly reassess our Covid-19 Risk Assessments, taking measures to ensure the safety of all Work remotely: * No

What does a Contract Administrator do?

A Contract Administrator is employed to execute and manage contracts on behalf of a company. They not only draft and review contracts, but also oversee a range of legal agreements. Contract Administrators write order forms, sales agreements and non-disclosure agreements (NDAs). Contract Administrators ensure that parties adhere to terms, regulatory requirements and company policies.

Contract Administrators explain contract terms to parties and effect the necessary changes to original contract documents. They build or maintain contracting tools and processes, including a contract’s management system. Sometimes, they improve and streamline a company’s contracting process so it becomes more efficient. Under the supervision of Senior Contract Officers, the Contract Administrator oversees, reconciles and approves invoices. Contract Administrators work with legal, business and communications teams.


Contract Administrator skills and qualifications

A Contract Administrator must demonstrate strong analytical skills to measure risks and rewards. They should have the ability to analyse contracts with the intent of minimising costs and liabilities and must work to maximise profits while complying with laws. A  successful Contract Administrator candidate will have various prerequisite skills and qualifications that typically include:

  • Commercial contracting, drafting and proposing
  • Business planning and creation
  • High-level grammar  skills
  • Knowledge of computers and MS Office applications
  • Ability to review complex contractual documents like service-level agreements and sales agreements
  • Excellent communication skills, both verbal and written
  • Proven analytical and organizational skills


Contract Administrator experience requirements

The Contact Administrator needs proven work experience in a similar role or in a previous Contract Manager role. Employers prefer candidates with at least three years of experience in commercial contracts. For entry-level roles, consider applicants with a year of experience. New Contract Administrators gain experience through on-the-job training or promotions.  in most cases, candidates need to have experience with contractor management software. Look for experience with DocuSign, Zendesk, Goldmine or Joint Contracts Tribunal (JCT) 2011.


Contract Administrator education and training requirements

A Contract Administrator must have at least a bachelor’s degree in business, human resource management or a related field. On-the-job training is essential. Contract Administrators in managerial roles often need a postgraduate or master’s in human resources or contract management. Their credentials include contract and business law. Many organisations seek applicants with a legal background or an education in accounting.


Contract Administrator salary expectations

According to Indeed, the average salary for a Contract Administrator in the UK is £20,839 per year. However, this varies depending on the company’s specific requirements, the experience level and education the employee should have.

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Contract Administrator job description FAQs


What is the difference between a Contract Administrator and a Contract Manager?

Contract Administrators take care of the wording of a contract. A Contract Manager then ensures that each party involved executes their contractual duties.


What should you look for in a Contract Administrator CV?

 Look for experience in contract management or administration. Contracts involve parties with different interests, so it’s essential for an applicant to have excellent negotiation and interpersonal skills. The applicant needs to have a keen eye to identify contractual errors.


Who does a Contract Administrator report to?

Contract Administrators typically report to Contract Managers and other external parties involved in a contract. They work closely with staff members involved in communication and public relations departments. Contract Administrators produce contracts based on local and national guidance. 


What makes a good Contract Administrator job description?

An outstanding Contract Administrator job description provides an interesting overview of the job. Start out with a brief summary of your company and the values it has.  Highlight the duties and responsibilities clearly without complexity and concisely cover the required skills and qualifications. The job description should also list the education and experience requirements as well. Give applicants relevant information, so that they know if they are a good fit or not.

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