Contracts Administrator (Hybrid)

As a Contracts Administrator you will be responsible for effectively managing the contract administrative process while maintaining compliance with business standards, practices and corporate governance policies for refined products & renewables. Your goal will be to ensure we remain compliant with our business standards and corporate governance policies while supporting our commercial trades and agreements.

What We Offer:

• Work Environment - Work in our beautiful home office building with access to a fitness facility, onsite nurse, and a café

• Hybrid Work Model - Allows for a blend of in-office and work-from-home days

• Competitive Compensation - Including an annual bonus plan, pension plan, and parking allowance

• Flexible Benefits Plan - Including medical and dental benefits that are both in effect from day one

• Paid Vacation - Plus an annual option to purchase additional vacation, too

• Wellness Support - With an annual wellness allowance, paid personal care days and a 24/7 Employee & Family Assistance Program

• Opportunity to give back to some amazing causes in our community - Choose when and where to make an impact with a paid volunteer day, company volunteer opportunities, and a donation matching program

Your Responsibilities:

• Manage the contract administrative process and act as a pivot member in the relationship between Internal and External

• Manage the Natural Gas Invoice system and act as a pivot member in the relationship between Internal and External

• Preparation and Coordination of FOB Shipping documents

• Stakeholders in reference to Contracts and Customer / Supplier Set Up (once deals have been concluded)

• Contract preparation, distribution and retention for the Cargo Value Centre (CVC), European Value Centre (EVC), and Terminal Value Centre (TVC ) following the workflow approvals (Allegro-Horizon). Identify and present any discrepancies and execute potential amendment requests

• Contract preparation, distribution and retention for Commodity Risk Management (CRM) contracts, following the Renewables Trade transaction confirmation

• Follow up with Traders with an expectation to have Contracts returned upon execution with accurate details. Conduct all communication in writing and maintain files for audit requirements

• Conduct a review of various reports to proactively identify potential issues or problems with trades set up in Horizon and educates team members on appropriate set up procedures as applicable

• Request mandatory information from Supplier and Customer to complete Set-Up, while ensuring exchange of information is managed per compliance requirements

• Coordinate counter contracts for review and prepare appropriate counterparty contractual response at trader's request

• Ensure counter contracts are reviewed, highlighting any discrepancies; present to Trader for review and follow up

• Maintain a well-organized system so that information can be pulled efficiently, ensure that there is not any duplication of deals, and constantly review files to ensure details meet audit standards

• Provide back up to the Contract Administration Lead role with invoicing, billing and pricing reviews, conducting errors root cause analysis in order to determine the issues and work with the appropriate department/individual to resolve it

Your Skills:

• Resourceful, able to think quickly to solve problems, and able to work independently

• Strong attention to detail - there is a lot of back and forth to verify information, so you need to be able to track work status effectively

• Very responsive to internal customers

• Able to reprioritize workload quickly according to demands

• Thrive working in a deadline driven, very fast-paced, ever changing environment

• Very strong written and verbal communication skills

• Good understanding of the importance of compliance

Your Experience:

• Experience: 3-5 years of general business experience required

• Proficient with MS Excel: able to set-up new spreadsheets, use basic formulas, tables, charts, to track information

• Proficient with MS Word, MS Outlook

• Working with Pivot Tables would be an asset

• Experience working with contracts and / or compliance an asset

• Operations and / or supply chain experience an asset

#LI_Hybrid

Irving Oil is committed to supporting a diverse and inclusive work environment. We thrive on the good energy that's created when our people from different backgrounds, identities, cultures and experiences share their unique perspectives. Diversity is key to our success and inclusion is everyone's responsibility.​

Job Requirements - Work Experience

Job Requirements - Education