Contracts Administrator
5 days ago
**Key Responsibilities**
**Contract Preparation & Review**:
Assist in drafting, reviewing, and issuing sales and purchase contracts and agreement for crude oil, refined products, and other energy commodities in accordance with company templates and trading terms.
**Documentation, KYC & Compliance**:
è Ensure contract documentation aligns with internal policies, regulatory requirements, and counterparties' terms.
èTo work closely with internal Compliance with regards to status KYC & Onboarding for new counterparties (buyers, suppliers) before contract issuance.
**Data Entry & Management**:
Maintain accurate records of contract data, confirmations, and amendments in internal systems (e.g., CTRM or ERP systems) and records.
**Coordination & Communication**:
Liaise with external counterparties (buyers, suppliers), internally with traders, operations, trade finance, shipping & demurrage, and legal teams to ensure seamless execution of contracts and resolution of discrepancies.
**Monitoring & Follow-Up**:
Track key contract milestones (e.g., nomination dates, delivery periods, payment terms) and ensure timely follow-up and updates.
**Filing & Archiving**:
Organize physical and digital contract files in accordance with company’s prescribed document retention policies and audit standards.
**Support Continuous Improvement**:
Participate in process improvement initiatives related to contract lifecycle management and document flow.
**Requirements**:
- Bachelor’s degree in Business, Legal Studies, Maritime Studies, or related field.
- 1-3 years of relevant experience in contract administration, trade documentation, or operations support (internships included).
- Prior experience in commodities trading, shipping, or energy industry will be preferred.
- Basic understanding of international trade terms (Incoterms, laytime, demurrage, etc.) is a plus.
- Proficient in MS Office (Excel, Word); experience with the use of ETRM or CTRM systems is a plus.
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