Contract Administration Coordinator - Offshore Oil & Gas

Position Title: Project Contract Administration Coordinator

Location: KL Office Milan (Italy)

Hill International provides program, project, and construction management services for clients in a range of sectors undertaking major construction projects across the world. Our services include cost engineering and estimating, quality assurance, inspection, scheduling, risk management, and claims avoidance. For more information on Hill, please visit our website at www.hillintl.com

The Project Contract Administrator is responsible for the administration, monitoring, and management of all project-related contracts during the execution phase. The role ensures compliance with contractual terms and conditions, manages correspondence, supports claims avoidance/defense, and acts as the focal point between project management, legal, procurement, contractors, and the client for all contractual matters.

General Description of Role and Responsibilities [ but not limited to ]:

Contract Administration

• Administer and monitor EPC/EPCIC, consultancy, and service contracts throughout project execution.
• Ensure contractors compliance with contract obligations, milestones, and deliverables.
• Maintain comprehensive contract files, registers, and correspondence records.
• Review and validate contractual notices, change requests, and variation orders.

Change Management

• Evaluate contractor change requests (time and cost impact) in coordination with project controls, engineering, and planning teams.
• Prepare change order documentation and ensure approvals in line with governance.
• Track all variations and maintain a change register to monitor project impacts.

Claims & Disputes

• Identify, analyze, and mitigate potential claims by contractors.
• Support negotiation and resolution of claims/disputes in collaboration with legal and commercial teams.
• Prepare defense documentation and maintain claims records.

Contractual Correspondence

• Draft, review, and issue contractual letters and formal notices to contractors.
• Ensure timely response to contractor communications within contractual timelines.
• Support project management in all client and contractor contractual correspondence.

Reporting

• Prepare periodic contract administration reports (change status, claims, key issues, risks).
• Provide input with monthly progress reports regarding contractual status.
• Maintain KPIs related to contractual performance.

Coordination & Compliance

• Work closely with procurement, cost control, planning, and legal to ensure consistency and compliance.
• Ensure adherence to corporate policies, procedures, and project-specific requirements.
• Provide contractual guidance to project team members and stakeholders.
• Support audits and ensure all contractual documentation is properly archived.

Qualifications, Experience, Knowledge and Skills:

• Bachelors degree in Law, Quantity Surveying, Engineering, or Business Administration.
• 7–12 years of experience in contract administration within the oil & gas industry, preferably on large-scale EPC/EPCIC projects.
• Strong knowledge of FIDIC, bespoke EPC contracts, and oil & gas contracting models.
• Solid understanding of project controls (cost, planning, risk) and their interface with contracts.
• Proficiency in MS Office and contract management tools.
• Excellent communication, negotiation, and drafting skills.
• Candidates should have a minimum of 5 years of offshore experience in total, with at least the last 3–5 years spent on offshore projects.
• Excellent spoken and written English including proven ability to write specifications and report