Job Summary
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.
Performance and Accountability
- Measured against accuracy and completeness of contract records and documentation.
- Timely coordination of contract renewals and tender submissions.
- Effectiveness in supporting commercial processes and governance compliance.
- Quality and reliability of reporting and administrative support.
Requirements
- Proven experience in management or project coordination within the construction or related industries.
- Strong negotiation skills with the ability to build positive relationships with clients and suppliers.
- Proficiency in Microsoft Office Suite, including Word, Excel, Outlook, and Project; familiarity with Microsoft Teams is advantageous.
- Excellent organisational skills with the ability to manage multiple projects simultaneously under tight deadlines.
- Effective communication skills to liaise confidently with diverse stakeholders at all levels.
- Demonstrated leadership qualities with the ability to motivate team members and drive project success.
- Sound understanding of project management principles and contract law relevant to construction projects.
- Valid driving licence for travel between sites or client meetings as necessary.
- IT literacy skills complemented by a good understanding of organisational software systems such as Microsoft Project or similar tools.
Essential
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 & 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.
Salary: To be discussed at interview, based on qualifications and experience.
Pay: £1.00 per year
Benefits:
- Bereavement leave
- Company pension
- Cycle to work scheme
- Enhanced maternity leave
- On-site parking
- Paid volunteer time
- Private medical insurance
- Sick pay
Work Location: In person
