VIE - Contract Management

Location: Copenhagen, DK

Company: Alstom

Req ID:448628

At Alstom, we understand transport networks and what moves people. From high-speed trains, metros, monorails, and trams, to turnkey systems, services, infrastructure, signalling and digital mobility, we offer our diverse customers the broadest portfolio in the industry. Every day, more than 80 000 colleagues lead the way to greener and smarter mobility worldwide, connecting cities as we reduce carbon and replace cars.

VIE - Project Contract Administrator (PrCA) – LE-CM-03

PURPOSE OF THE JOB
Under the direct supervision of the Project Contract Manager (PrCM), the Project Contract Administrator (PrCA) is responsible for the preparation and the follow up of project events and contributes to the overall contract management of a project as part of Project Team.

You will report directly to the Project Contract Manager.

MAIN RESPONSBAILITIES
This list of responsibilities is not all-inclusive and may change, be added to or deleted at any time by manager/supervisor

Key accountabilities:

• Comply with and ensure conformance by Alstom and Project stakeholders to CCIM (Contracts, Claims and Insurance Management) document, and alerts PrCM/PM if non-conformance is observed, as per the requirements of the CCIM.
• Prepare with PrCM, the Contract Summary.
• Support PrCM in building Contract Management Strategy Plan (CMSP) and organizing the Contract Management Day
• Contribute to data collection and manages collected data in order to sustain correspondence and document/justify Alstom positions.
• Participates with the preparation of data and provides document management and basic level analysis for the negotiation of claims and counterclaims.
• Keep records related to compliance with all contractual requirements (performance, delivery dates, quantity…).
• Participate and assist PrCM with the correspondence management by analyzing incoming correspondence, preparing (standalone) some Project correspondence, finalizing and verifying formatting of Project Correspondence and reviewing outgoing correspondence.
• Manages with the PrCM, the closure all correspondence (incoming and outgoing) and maintains correspondence logs to facilitate KPI reporting.
• Establish and maintains a common, central document management system(s) for project(s) to which she/he is assigned.
• Assist with the collection of all of the necessary elements for the preparation of the commercial proposals of the variation orders and prepare, with appropriate input from project and other internal sources, the first draft for PrCM/PM/CD review.
• May provide leadership, coaching, training, and mentoring to other Project Contract Administrators.
• May organize and lead Project Contract Administrators to ensure cross-project coverage.
• Create and maintain consistent and uniform contract administration tools across multiple projects for existing and new projects.
• Provide or support the provision of, monthly activity report(s) and/or alerts or flash emails to the PrCM
• Provide general administrative support for the project core team which includes but is not limited to the recording and distribution of project team meeting minutes and action items, scheduling of meetings and travel arrangements.
• Alert systematically PrCM of any event preventing a smooth running of the project.
• Other duties as assigned by PrCM in support of successful project execution.

Performance measurements:

• Contribution to project claims and documentation management.
• Quality of documentation/correspondence and of claims preparation.
• Respect of best practices.

MAIN REQUIRED COMPETENCES
Performance measurements:

• Associates degree or higher

Performance measurements:

• English (mandatory)
• Expert in MS Office, with high level proficiency including Word, PowerPoint and Excel required.

Competencies & Skill:

• Strong ability to effectively and diplomatically communicate cross-functionally.
• Strong ability to work in a team environment and build both internal and external relationships.
• Visio experience a plus.
• Extensive document management experience on mid-large size projects is desirable.
• Experience with Aconex and/or alternate document management software a plus.

You don’t need to be a train enthusiast to thrive with us. We guarantee that when you step onto one of our trains with your friends or family, you’ll be proud. If you’re up for the challenge, we’d love to hear from you!

Important to note
As a global business, we’re an equal-opportunity employer that celebrates diversity across the 63 countries we operate in. We’re committed to creating an inclusive workplace for everyone.

Job Segment: Document Management, Manager, Administrative Assistant, Technology, Management, Administrative

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