Contracts Administrator

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.