Contract Administrator

Nikkiso Clean Energy & Industrial Gases (CE&IG) is a leading provider of cryogenic pumps, heat exchangers, process systems, turboexpanders, services, and solutions for the LH2, LNG and industrial gases industries. We are a subsidiary of Nikkiso Company Ltd, a leading industrial manufacturer headquartered in Tokyo, Japan, with over USD 1.2B in annual revenue, 8,000 + employees worldwide, and publicly traded on the Tokyo Stock Exchange

The Contract Administrator will support contract administration and project coordination activities for assigned projects. The role will help ensure contractual compliance, accurate commercial records, project documentation, milestone tracking, and timely communication between customers and internal stakeholders. The role will work closely with the Dy. Manager – Contract Administration, Project Managers, and cross-functional teams to track contractual obligations and support their timely fulfillment. The position will maintain accurate trackers and records, follow established contract administration processes, and promptly highlight issues, delays, and opportunities for improvement

This position has no direct supervisory responsibility.

The Contract Administrator is responsible for completing assigned activities accurately and on time, maintaining clear records, and coordinating effectively with the reporting manager and project teams.

• Support contract administration activities for assigned projects from order receipt through project completion and closeout.
• Review customer contracts, purchase orders, amendments, and related commercial documents; summarize key obligations, milestones, payment terms, deliverables, and items requiring review by the manager or Project Manager.
• Track contractual obligations and promptly highlight potential deviations, missed commitments, or risks to the Dy. Manager and Project Manager.
• Coordinate routine contractual and commercial information between customers and Nikkiso under the guidance of the Dy. Manager and Project Manager.
• Maintain and regularly update the Contract Obligation Register for assigned projects.
• Track submission, review, approval, and closure of contractual documents and deliverables.
• Maintain accurate and up-to-date contract records in accordance with Nikkiso policies and procedures.
• Identify potential contractual risks and escalate them promptly to the Dy. Manager and Project Manager.
• Assist Project Managers with contract records, obligation tracking, and routine interpretation queries; refer unclear or high-risk terms to the manager.

• Monitor project correspondence and execution updates to identify potential changes, variations, deviations, and commercial impacts.
• Compile and coordinate change order documentation for review by the Dy. Manager and Project Manager.
• Support preparation, submission, tracking, and closure of customer change orders in coordination with Project Managers and relevant functions.
• Assist in preparing contractual notices, claims, extension-of-time requests, and other commercial communications using approved inputs and templates.
• Maintain the change order and claims register and follow up on outstanding actions and approvals.
• Handle documentation carefully and professionally, supporting protection of the company’s contractual and commercial interests.

• Carry out project administration activities to support smooth project execution.
• Work with Project Managers and Project Planning to track key contractual and project milestones.
• Track and transmit contractual documents, customer submissions, approvals, and other project deliverables on time.
• Monitor critical milestones and highlight potential delays or contractual implications to the Dy. Manager and Project Manager.
• Maintain project records, correspondence logs, commitments, and action trackers to support Project Managers.
• Ensure contractual documentation and records are complete, traceable, and maintained throughout the project lifecycle.

• Coordinate with Finance, Project Management, Sales, and other stakeholders to support timely achievement of contractual milestone payments.
• Track project payment milestones and notify relevant stakeholders of upcoming or overdue milestones.
• Maintain and regularly update the project payment milestone tracker.
• Identify potential payment delays and promptly escalate concerns to the Dy. Manager and Project Manager.
• Coordinate and compile commercial documentation required for invoicing and payment release.
• Maintain working knowledge of Advance Bank Guarantees (ABG), Performance Bank Guarantees (PBG), Letters of Credit (L/C), retention, advance payments, and other contractual financial instruments.
• Provide supporting records and follow-up information to help Project Managers resolve customer commercial issues affecting project cash flow.

• Assist with creation, checking, and timely updating of Sales Orders and Work Orders in accordance with Nikkiso standards and approval workflows.
• Check that project commercial information is accurately reflected in internal systems.
• Coordinate with Sales, Finance, and Project Management to resolve data discrepancies and process approved changes.
• Maintain supporting documentation and approval records for commercial and contractual changes.

• Maintain professional working relationships with customers and internal stakeholders.
• Support Project Managers and the Dy. Manager in contractual and commercial discussions by providing accurate records and follow-up information.
• Draft routine contractual correspondence, notices, responses, and internal updates for review and approval by the manager or Project Manager.
• Ensure clear, timely, and accurate communication on contractual commitments and project-related commercial matters.
• Participate in customer meetings, project reviews, and commercial discussions as required and record relevant actions.
• Maintain a customer-focused and professional approach while supporting Nikkiso’s contractual and commercial interests.

• Coordinate day-to-day contract administration activities with Project Managers and relevant internal functions, as assigned.
• Organize assigned tasks and follow-ups according to project priorities and agreed deadlines.
• Share accurate status updates and supporting information with the team and manager.
• Clarify task requirements, priorities, and deadlines with the reporting manager.
• Check assigned documents and trackers for accuracy, completeness, and timely completion.
• Continuously develop knowledge of contract administration, commercial awareness, project controls, and professional communication.
• Demonstrate ownership, accountability, collaboration, and continuous improvement in daily work.
• Provide backup support for contract administration activities during workload peaks or critical project situations.

• Use approved Contract Administration procedures, templates, trackers, and controls consistently.
• Identify process gaps and suggest practical improvements to the reporting manager.
• Follow standardized contract administration practices across assigned projects.
• Prepare and maintain contract administration reports, trackers, and status summaries.
• Record relevant contractual lessons learned and share them with the reporting manager.
• Support implementation of project governance standards and approved best practices.
• Demonstrate ownership, accountability, sense of urgency, and proactive escalation of risks.

• Prepare periodic Contract Administration and Project Commercial status reports for review by the reporting manager.
• Maintain trackers and provide status visibility on:
  • Contractual obligations
  • Payment milestones
  • Change orders and claims
  • Customer approvals
  • Contractual risks
  • Potential commercial exposure
  • Project documentation status
  • Key contractual deliverables
• Escalate critical contractual, commercial, payment, and documentation issues promptly to the reporting manager.
• Support decision-making by providing accurate, complete, and timely contractual and commercial information.

• Manage assigned contract administration tasks and follow-ups in line with agreed priorities.
• Coordinate routine contractual and commercial matters with customers and internal functions as authorized.
• Prepare and track change orders, claims, notices, and contractual actions for review; do not commit the company without approval.
• Identify and escalate contractual, commercial, payment, and project risks to the reporting manager.
• Check routine contractual documentation, reports, and records for completeness; approvals remain with authorized personnel.
• Recommend corrective actions and process improvements to the reporting manager.
• Attend customer and internal meetings as assigned and communicate approved information.
• Escalate decisions, commitments, and matters outside delegated authority to the Dy. Manager / HOD for approval.

This job operates in a professional office environment. This role routinely uses standard office equipment such as laptop computers, photocopiers, and smartphones.

While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and ability to adjust focus. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

• Graduate having 5-7 years of relevant experience in contract administration, project coordination, commercial administration, or a related role.
• Experience in an engineering, EPC, manufacturing, industrial equipment, or project-based organization is preferred.
• Practical experience supporting customer contracts, change orders, commercial documentation, milestone tracking, and project records is preferred.
• Experience coordinating with cross-functional teams and managing multiple priorities is preferred.

• Working knowledge of contract administration and commercial project coordination.
• Good contractual and commercial awareness.
• Ability to read contractual terms, identify key obligations, and flag potential risks.
• Good written communication and stakeholder coordination skills; able to support commercial discussions.
• Good analytical skills and a practical approach to problem-solving.
• Good project coordination, follow-up, and organizational skills.
• Clear verbal and written communication skills.
• Professional customer and stakeholder interaction skills.
• Ability to support multiple projects and manage competing priorities.
• Strong attention to detail and accuracy.
• Ability to work independently on assigned tasks and take ownership of deliverables.
• Ability to collaborate effectively and seek guidance when required.
• High level of integrity, professionalism, and confidentiality.
• Basic understanding of project financial and commercial impacts.

Proficiency in:

• Microsoft Excel – including advanced functions, data analysis, and reporting
• Microsoft Word
• Microsoft PowerPoint
• Microsoft Outlook
• Microsoft Project
• Adobe Acrobat / PDF tools
• ERP / project management systems
• Document management and collaboration platforms such as SharePoint

• Ownership & Accountability
• Customer Focus
• Collaboration & Teamwork
• Communication
• Commercial Awareness
• Commercial Awareness
• Problem Solving
• Critical Thinking
• Judgement & Escalation
• Stakeholder Coordination
• Planning & Organization
• Time Management
• Attention to Detail
• Accountability
• Sense of Urgency
• Continuous Improvement

Please note this job description is not designed to cover or contain a comprehensive list of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice