Scope of the role:

The role of the Contract Administrator is to support the organization by running the daily administration related to the contracting process of the company (trade-related contracts). He/she will ensure correct preparation of agreements as per company templates, amendments as per commercial terms agreed, timely disclosure of contracts in the IT system, as well as complete the documentary process (sending, receiving, archiving) and reporting requirements (internal, Group).

The ideal candidate will be a hard-working professional able to multi-task, work diligently under pressure/tight deadlines related to contracting process in the company, while maintaining a positive presence in the workplace. This person will be comfortable working with a high degree of attention to detail and discretion as well as incorporating new and effective ways to achieve better results.

Responsibilities:

·       Ensure the appropriate actions to obtain all necessary information & documents for drafting of contracts in the system according to internal rules and templates.

·       Preparation and issuance of contracts and addendums, in accordance with the internal confirmations received, respecting the internal guidelines.

·       Registration in the internal system (SHARP) of all contracts, including amendments, cancellations.

·       Sending contracts in a timely manner to partners and monitoring their return in an original signed version.

·       Archiving contracts and related documentation (physical, electronic).

·       Ensure proper administration of contracts per counterparts, respecting onboarding rules and other internal procedures (broker contracts, compliance, etc.)

·       Administration of service contracts/addendums.

·       Maintaining contact with partners (related parties/intercompany as well as third parties) whenever needed, regarding the contracts flow.

·       Running statistical reports for analysis of contracts, upon request.

·       Answer queries from colleagues or external parties in a professional manner, reply or forward them as necessary.

·       Management of mailing original signed contracts and ensure their confidentiality.

·       Assist colleagues with a variety of administrative tasks related to contracts when needed.

·       Create and update records ensuring accuracy and validity of information in the system.

·       Provide improvement opportunities in internal processes, coordinated with business developments or internal processes changes.

·       Ensure compliance with COFCO established policies & procedures.

·       Maintain trusting relationships with suppliers, customers and colleagues.

·       Perform any other duties required by Management and situation, related to business needs.

·       Maintain accurate trade records and ensure compliance with internal policies and regulatory requirements.

·       Prepare and review daily operational reports and settlement reports.

·       Perform daily controls to ensure completeness and accuracy of trade capture and processing.

·       Support regulatory reporting and audit requests by providing required documentation and evidence.

·       Collaborate closely with the Trading Back Office (TBO) team in Porto to ensure effective resolution of operational issues and reconciliation breaks.

·       Provide operational back-up support for the entire CE contract admin team, ensuring business continuity and uninterrupted processing during absences, peak periods, and workload fluctuations.

·       Actively contributes to automation initiatives aimed at reducing manual processing, mitigating operational risks, and improving data quality.

·       Monitor contract signature processes to avoid execution bottlenecks and ensure smooth business operations flow.

Requirements:

·       Associate or bachelor’s degree in a related field

·       Prior experience in contracts administration or in another relevant administrative role involving attention to details and working with people

·       Consistent, professional approach

·       Knowledge of “back-office” computer systems is considered as an advantage

·       Working knowledge of office equipment

·       Provide good customer service

·       Excellent organizational and time management skills

·       Analytical abilities and aptitude in problem-solving

·       Able to contribute positively as part of a team, helping out with various tasks as required

·       Desire to be proactive and create a positive experience for others

·       Excellent written and verbal communication skills

·       Fluent in English language, Romanian native

·       Proficiency in Hungarian is an advantage, supporting efficient interaction with the Hungary team and relevant business partners.

·       Good knowledge of MS Office (especially MS Excel)

·       Position based in Bucharest office, full-time working in the office.