Contract Management Specialist

CONTRACT MANAGEMENT SPECIALIST

About Prysmian

Prysmian is a global cabling solutions provider leading the energy transition and digital transformation . Prysmian is a public company listed on the Italian Stock Exchange, with almost 150 years of experience , over 33,000 employees , 104 plants and 27 R&D centers in over 50 countries. Everyone at Prysmian has the potential to make their mark; because whatever you do, wherever you are based, you will be part of a company that is helping transform the world around us.

Role Overview

The Contract Management Specialist provides comprehensive commercial, contractual, procurement, financial, and document control support to project delivery teams on large-scale infrastructure projects. Reporting to the Contract Manager, the role acts as a central coordination point between project, commercial, finance, procurement, SHEQ, and client interfaces to ensure contractual compliance, cost control, timely cash flow, and robust document management throughout the project lifecycle.

Reporting Line

Reports to: Contract Manager

Works closely with: Project Managers, Quantity Surveyors, Finance, Procurement, Logistics, SHEQ, Engineering and Client Representatives

Key Responsibilities

• Procurement & Purchase-to-Pay Management
• Review installation design Bills of Quantities and prepare sourcing trackers for all items to be procured, including cables, accessories, hire equipment and services.
• Manage the end-to-end purchase-to-pay process, including raising purchase requisitions, B2B requisitions, call-off orders and monitoring approval workflows.
• Seek quotations for goods and services as requested by project teams, negotiating where possible to achieve best value and cost savings.
• Actively monitor purchase order coverage and highlight potential exceedances to the Contract Manager and Project Manager.
• Control and minimise the use of emergency purchase orders.
• Support logistics activities, including coordination of deliveries with suppliers and factories where required.
• Invoice, Payment & Cash Flow Management
• Manage invoice approvals through the goods receipting process, ensuring project team sign-off and accurate recording in GR trackers.
• Act as the central point of contact for invoice queries, coordinating responses and resolutions with internal stakeholders.
• Ensure timely submission of payment applications to clients and raise project invoices in line with contractual requirements to support consistent cash flow.
• Review client feedback on payment applications and coordinate responses or resubmissions as required.
• Commercial & Contract Management
• Maintain and update change management registers, including variations, compensation events and related commercial records.
• Drafting and issue of commercial documentation such as applications for payment, variations, early warning notifications, compensation events, cost reports and notices.
• Notify project delivery teams of incoming and outgoing contractual and commercial correspondence.
• Attend coordination meetings with clients and internal teams to discuss progress, issues and contractual matters where required.
• Financial Reporting & Audit Management
• Review cost centre reports to ensure expenditure is allocated correctly, liaising with Finance to correct misallocations where required.
• Collate and analyse cost data for monthly financial reviews and forecasts, ensuring costs are accurately categorised.
• Update forecasts, monitoring project budgets and preparing final cost versus tender analyses at project close-out.
• Complete project questionnaires and provide supporting documentation for interim and year-end audits, including contracts, variations, authorisations and cost reports.
• Document Control & Project Administration
• Manage project documentation in line with company and client requirements.
• Issue and control document numbers through the Master Document Register (MDR), ensuring revision status and document metadata are kept up to date.
• Control the creation, review, distribution and transmission of documents throughout the document lifecycle.
• Upload, manage and archive documents within SharePoint or other document management systems.
• Track document submissions, client review comments, responses and resubmissions against contractual timescales.
• Format and proofread documents to ensure compliance with company standards.
• Assist with compilation of final project handover and close-out files.
• Project Coordination & Quality Support
• Raise and track non-conformance reports as required.
• Coordinate Factory Acceptance Tests (FATs), including scheduling, client invitations and attendance where required.
• Manage technical queries and ensure actions are closed out in a timely manner.
• Support preparation of monthly dashboards and contribute to management reporting.
• Provide general administrative and coordination support across the project as required.
• SHEQ Responsibilities
• Maintain compliance with Health & Safety at Work Act 1974, Environmental Protection Act 1990 and all applicable company and client SHEQ procedures.
• Update and submit SHEQ KPI data as required.
• Support and participate in SHEQ initiatives and improvement activities.
• Report near misses, incidents and improvement opportunities.
• Ensure appropriate use and maintenance of PPE.

Person Specification Requirements

• Experience in a contract coordination or commercial support role within construction, infrastructure or engineering projects.
• Understanding of purchase-to-pay processes, invoice management and cost control.
• Strong organisational skills with the ability to manage multiple priorities and deadlines.
• Experience with SAP preferrable
• Strong interpersonal, communication and stakeholder management skills.
• Proactive, self-motivated and detail-oriented approach.

Our Selection Process

Application, 2) HR interview, 3) Hiring Manager interviews and 4) Online assessment (upon manager's preference)

If you’re excited about the role and eager to contribute to a collaborative environment with challenging projects which drive impact for a sustainable future, we encourage you to apply!

Deep dive into Prysmian and check the below insightful links:

Prysmian | Cables, Energy & Telecom Solutions | Prysmian

People & Careers of the Group | Prysmian

What we offer | Prysmian

Discover more positions globally: Careers @ Prysmian

Prysmian , as an Equal Opportunity Employer, aims to attract and recruit individuals with diverse backgrounds, skills, and abilities. We strongly believe that diversity brings significant value at all levels of the organization, increasing the possibility of capturing market opportunities and maximizing value for our customers and stakeholders. With Diversity, Equity, and Inclusion (DE&I) as part of our Social Ambition 2030 and a strategic pillar of our Company culture, Prysmian is committed to the development of an organization that prioritizes talent, where people feel respected, included, and free to fully express their potential just as they are.

All Managers and HRs in Prysmian are responsible for ensuring DE&I policies are respected during the recruiting process, as well as recognizing and mitigating unconscious biases that must not influence our selection processes. All persons will be considered for employment without regard to their race, ethnicity, religion, nationality, origin, citizenship status, socio-economic status, age, sex, gender identity or expression, sexual orientation, marital status, disability, military service or veteran status, pregnancy, parental leave, medical conditions, or any other characteristic protected by applicable federal, state or local laws. Prysmian will endeavor to make a reasonable accommodation for any disclosed physical or neurological condition or disability of a qualified applicant unless the accommodation would impose an undue hardship on the operation of our business.

Visit our DE&I Page to learn more about Prysmian's commitments.

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