Project coordinator job description

This article include content: job purpose, key duties/responsibilities and related documents of
Project coordinator.

Job purpose of Project coordinator

To be responsible for coordinating activities and resources in support of technical projects that
impact multiple departments, systems, or work-flows with moderate to high risk and complexity
or multiple projects simultaneously with lesser risk and complexity.

Key duties/responsibilities of Project coordinator:

• Develops and maintains a detailed project schedule which includes administrative tasks and all
sites involved in the project.
• Participation in R&D Team Meetings.
• Coordinate meetings, including travel arrangements and expense reports.
• Maintain Project Managers calendars.
• Sites include all coverage, control locations including central and secondary dispatch locations,
backhaul locations, and generation plants and associated facilities.
• Ensure coordination of the interfaces of R&D with DRA, Marketing, Medicine and Operations.
• Prepare and/or edit meeting minutes, presentations and tables.
• Also included is the scheduled deployment of mobile and portable radios to meet district roll-
out.
• Members, ensure adherence to deadlines.
• File all project documents (hard and soft copies)
• Ensure coordination of the interfaces of all disciplines within R&D.
• The detailed schedule will include all project phases and dependencies including at least
preliminary engineering, property review and acquisition, detailed design, material procurement,
installation, test and turn-up, and site and system acceptance.
• Responsible to track project changes and produces updated site based schedule as agreed with
engineering and project management.
• Compile summary documents, e.g. Product Development Plan, management Summary and
Target Product Profile. Collect and include contributions of the Team
• Responsible to take input from the business analysts and project engineers to develop and
maintain the detailed schedule.

Related project documents:

• Project coordinator job specification.

• Project job descriptions.
• Project interview questions.
• Project KPIs
• Project cover letters
• All samples of Project resumes
1. Knowledge

• Bachelor’s Degree from an accredited college or university in Social Science/Services,

Education, Public Administration, or a related field. Graduate work or Master’s Degree in related
field desirable.
• Five (5) years of progressively responsible experience in Social Services, Education, Public
Administration, or a related field with a strong foundation in statistics, research design/analysis,
and qualitative/quantitative evaluation.
• Knowledge of analytical methods, procedures, and practices, to include research software.
• Knowledge of college access and success issues related to underserved students.
• Knowledge of Family Educational Rights and Privacy Act regulations.
• Knowledge of procedures/measures for the securing of personal data.
• Knowledge of information gathering techniques, procedures, and practices.
• Knowledge of project planning and management procedures, practices, and techniques.

2. Skills

• Experience conducting literature reviews, assessing the quality of research, and synthesizing
research information.
• Skill in operating a personal computer and utilizing Microsoft software, and database software.

3. Abilities

• Ability to communicate clearly and effectively, both verbally and in writing.

• Ability to collect and analyze complex data.
• Ability to exercise considerable individual judgment and initiative in conducting the necessary
operations within the program.
• Ability to develop initiatives in innovative manner for effective resolution.
• Ability to prepare and conduct effective presentations.
• Ability to coordinate project activities with diverse groups and individuals.

Related project documents:

Project Coordinator – Works with internal and external parties to organize the various components needed to
initiate, run and conclude major projects. Duties include coordinating schedules and activities,
placing orders for supplies and services, and tracking progress and results. Requires excellent
communication skills and extensive knowledge of database and project management software.
Often reports to product development, project management or marketing executives. The position
is especially prevalent in construction, transportation and technology industries. A premium is paid
for the industry experience.

A project coordinator is an operations professional. He is responsible for developing,

coordinating and implementing all tasks that relate to a specific project. A general job
title, project coordinators can be found in all industries, overseeing all manner of
assignment. For instance, an IT project coordinator may work to implement a new
technological system. A facilities project coordinator may work to assist a business
group in moving from one location to another. He typically reports to a project manager.
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description.html#ixzz0wmCoPydn

 A project coordinator confers with her project manager to understand the scope of a project.
She then meets with the project team, ensuring that each team member understands their
responsibilities and accountabilities. The project coordinator serves as the point person for the
project. All human resources duties are performed by her. Additionally, she manages all
vendor relationships. She also relays information between the project manager and client. Any
paperwork required is her responsibility. She prepares bills and invoice, as well as budgetary
and progress reports.

Job Opportunities

Opportunites can be found in newpapers.

Many project coordinators are promoted from within, having successful served in an
administrative capacity within his organization. When seeking employment with a new company,
a perspective candidate should firm scour online job boards, such as CareerBuilder.com.
Additionally, newspaper classifieds are, of course, wonderful resources for job seekers. Another
method of finding employment is to engage the services of a reputable employment agency.
Many well-known national firms, such as Kelly Services and Manpower, focus specifically on the
placement of these and other administrative professionals.

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description.html#ixzz0wmCz9Dnr

1. The special projects coordinator oversees various projects within an organization. The
position requires candidates to have the ability to supervise others and organize the various
tasks involved in completing a project. The job description for a special projects coordinator
may include skills and knowledge of a particular industry, but there are common duties in the
position among all industries.

Organization
2. The coordinator position organizes the team working on the special project within an
organization. This includes delegating tasks to other employees and conducting regular
meetings with team members to monitor the status of the project. The special projects
 coordinator reports to upper management on the progress of the project. The coordinator
also schedules the meetings with other team members to ensure that the project stays on
track.

Supervise
3. A special projects coordinator must have the skills to supervise other employees to
ensure that the project is completed on time and within budget. The coordinator must also
supervise and monitor the work of outside contractors and vendors in relation to the project.

Document
4. The project and the findings from other team members must be documented and
reported to upper management. The special projects coordinator is responsible for collecting
the necessary data and reporting on each step in the project. The coordinator may use the
information system within the organization to prepare reports and document the progress of
the project. Documentation may also include budgets and projected budgets for the project
including the cost of outside contractors and services.

Research
5. A special project in an organization that seeks to improve a process or product requires
research before an appropriate course of action can be taken. The coordinator will conduct
research or direct other team members to conduct the research.

This also includes research when using the services of an organization or hiring an outside
contractor. The special projects coordinator must research the cost and experience of
contractors.

Analyze
6. The coordinator shall analyze research data to find the root cause of a problem or
defect. The coordinator and team use the analysis to direct the course of the project to get
the desired results.

Coordination of Services
7. The coordinator will hire the services of outside organizations or professionals to
complete work on the project. Upper management may be consulted in regards to budget
and special requirements for the outside service provider.

Salary
8. A special projects coordinator has an average salary of $45,000 as of March, 2010.

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A contract lawyer works on legal documents and cases on a contract, or for hire, basis. Work is
usually temporary, and is requested as needed. Contract lawyers are often required to perform
document review, prepare subpoenas, take depositions, and write up contracts or business
agreements.

He or she may also draft legal briefs, conduct legal research, and provide the full range of legal
services larger law firms offer. He or she generally works independently and is not a full time
employee of any particular business or law firm. A successful contract lawyer must be an
individual who is comfortable walking into a new office, meeting with new people, and dealing
with new issues. He or she must be able to pick up a case at a moment’s notice, and able to work
on an existing case from any given point.

Contract lawyers are compensated as services are rendered. Some businesses will develop long-
term relationships with contract lawyers and set up agreements that the firm will only use his or
her services when needed. Contract lawyers have the same skills and training as standard
attorneys, but may specialize in one particular area of the law.

There are several requirements to becoming a contract lawyer. A law degree is required. In
addition to holding a law degree, contract lawyers must be a member of the American Bar
Association, or legally authorized to practice law in his or her respective area.

The typical average salary of an experienced contract lawyer is about $67,000 per year.

Quick Degree Finder

The Contract Specialist is responsible for all contracts and credentialing of contracted business.

Primary Responsibilities:
 The Contract Specialist reviews contract terms and conditions making sure that they comply with
federal and state laws and company policies.
 The Contract Specialist assists clients and head personnel in interpreting contract terms and
conditions.

 The Contract Specialist must maintain and manage the database.

The Contract Specialist is in charge of all contracts made by a company to insure that no one
makes a contract or signs a contract that does not comply with the company’s policies along with
any government rules that might apply. The Contract Specialist must maintain a governmental
website with location updates of any products that the company has contracted out to
government facilities. The location of these products must be kept up-to-date along with the
contract required to keep the products under maintenance. The Contract Specialist is required to
do training of the contract requirements to various personnel. The Contract Specialist may get
involved with marketing materials working with the Advertising Manager. The Contract
Specialist does have other administrative and analytical duties as required.

The Contract Specialist must be responsible for drafting, analyzing and negotiating contracts.
The Contract Specialist must have full knowledge of the terminology related to the Trade of the
corporation. Terminology is very important in any written contract because it can make a
difference on how the contract is upheld. The company that the Contract Specialist works for and
the clients both depend on the Contract Specialists capability to write a proper contract. Often the
Contract Specialist is required to write amendments to contracts in order to improve on service
or change policy procedures that meet the need of the customer and the company. The Contract
Specialist may put together an E-book that will be used by the corporation requiring that
contracts be put in place when it comes to editorial acquisition. The Contract Specialist is
required to get permission on third party materials that are being used in the E-Book editions.
The Contract Specialist must be held accountable to draft Trade & Reference editorial
acquisition E-Book amendments that are consistent with corporate and divisional standards. The
Contract Specialist needs to ensure maintenance of accurate, thorough contract records and help
to facilitate efficient interdepartmental communications related to assigned areas. It is essential
that third party content for electric content be under contract giving authorization to the
corporation to use all materials in their E-Books.

The Contract Specialist must show proficiency with contract language, copyright principles and
computer systems. The Contract Specialist must have excellent writing skills in order to write
contracts but also to do communication with clients and office personnel. When a Contract
Specialist plans on setting forth a new contract and they contact the client the message must be
precise letting the client know about any changes in a summary format. The client must also
understand that this is just a memo not the contract. Then the Contract Specialist must convey to
the proper parties in the corporation about any new changes to a contract and what they mean.
The Contract Specialist is often called upon to hold meetings explaining to the executives
verbally about a contract or contract changes. The Contract Specialist must have great computer
skills knowing many different programs and how they can help create contracts, find information
on the internet, and keeping a data base of all negotiated and approved contracts. Contract
Specialists are expected to have excellent analytical ability.

Companies expect a Contract Specialist to have a B.A. or equivalent experience in the field of
contracts and legal experience. Three to five years of professional-level contract experience is a
defiant plus to obtain a position as a Contract Specialist with any corporation. Often a person
who has trained as a paralegal is ideal for this position. The corporation wants to make sure that
their Contract Specialist knows and understands all the laws governing contracts. The Contract
Specialist can easily learn the company requirements but the federal, state and local laws are
taught in a major college or university. This is why a legal assistant or a paralegal is often
considered for this position. The Contract Specialist must have knowledge in the legal field to
fulfill their job requirements.

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The Legal Assistant is responsible for preparing affidavits or other documents, maintaining the
document files and file pleadings with court clerks. The Legal Assistant gathers and analyzes
research data, such as statutes, decisions, and legal articles, codes and documents to help the
attorney prepare his case for the client. The investigation of facts and law of cases to determine
causes of action and preparing case material is hard tedious work. This saves the attorney from
spending much of their precious time that is why a Legal Assistant is very valuable in a law firm.
The Legal Assistant is the one who directs and coordinate law office activities which includes the
delivery of subpoenas.

The Legal Assistant may arbitrate disputes between parties and assist in real estate closings. The
Legal Assistant often keeps and monitors legal volumes up-to-date to ensure that the firm’s law
library is up-to-date. The Law Assistant must have a good knowledge of the structure and content
of the English language including the meaning and spelling of words, rules of composition, and
grammar. The Legal Assistant must have full knowledge of laws, legal codes, court precedents,
government regulations, executive orders, agency rules, and the democratic political process.

The Legal Assistant must have good administrative and clerical skills. The Legal Assistant must
have knowledge of computer hardware and software programs. The use of word processing is a
must for a Legal Assistant. The Legal Assistant manages files and records as well as doing
stenography and transcription for the attorney. Many Legal Assistants go to court hearings in
order to take notes. The Legal Assistant designs forms so must be fully aware of legal
terminology in order to create new forms. The Legal Assistant must have knowledge of circuit
boards, processors, chips, electronic equipment, and computer hardware and software, including
application and programming.

The Legal Assistant has constant customer contact so it is essential that people skills are good in
order to perform personal services. The Legal Assistant must be able to assess clients, provide for
their needs meeting quality standards for services provided. The Legal Assistant must have good
administration and management skills in order to operate in the legal environment. The Legal
Assistant must have the ability to be involved in strategic planning, resource allocation, human
resource modeling, leadership techniques, production methods, and coordination of people and
resources.

The Legal Assistant must possess certain skill requirements in order to function in their position
in the law office. Time Management is vital for yourself and others that work with you in the
office. The Legal Assistant must have good active listening ability giving full attention to what
other people are saying, taking the time to understand the points being made, asking appropriate
questions and not interrupting at inappropriate times. The Legal Assistant must be able to write
effectively for the audience that the memo is directed. The Legal Assistant must be capable to
speak to others conveying information very effectively. The Legal Assistant should be able to
understand the implications of new information for both current and future problem-solving and
decision-making.

Sometimes the Legal Assistant needs to be able to adjust actions in relation to others actions on a
fast pace setting. This requires the ability to use logic and reasoning to identify the strengths and
weaknesses of alternative solutions, conclusions or approaches to problems. Often the Legal
Assistant monitors and assesses the performance of their own actions as well as the actions of
others. This is all part of being able to work as a Legal Assistant in a law firm or with an attorney
in private practice.

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The Chief Financial Officer (CFO) is responsible for all financial matters resulting in a
corporation. The CFO takes care of all inner and outer financial situations reporting results to
appropriate executives.

Primary Responsibilities:
 The CFO will oversee cash flow planning and ensure availability of funds as needed.
 The CFO will oversee cash, investment, and asset management.

 The CFO will oversee financial strategies and activities, as well as banking relationships.

The CFO is the person in charge of all the money that the company receives and disburses. The
functions behind doing this are many and varied. One of the chief main functions of the CFO is
to oversee the accounting department to ensure proper maintenance of all accounting systems
and function. The CFO supervises the staff in the accounting department making sure that the
department runs smoothly. The CFO ensures maintenance of appropriate internal controls and
financial procedures.

The CFO ensures timeliness, accuracy, and usefulness of financial and management reporting for
board of directors. The CFO makes sure that all reports are made to all the appropriate
departments in a timely manner. The CFO coordinates audits and makes sure the proper filing of
tax returns is handled in a timely manner. The CFO ensures all legal and regulatory compliance
regarding all financial functions is kept.

The CFO of a corporation must have a minimum of a BS; a CPA and/ or MBA would be
preferred in most financial institutions. The CFO must have experience working in a senior
financial-management role, partnering with executive staff. The experience results in the
development and implementation of creative financial management strategies that the CFO needs
to be aware of creating for the company. The CFO must have significant experience in
accounting in reference to the company that he is doing the business for such as:

 Law Firm CFO experience

 Non-profit CFO experience

 Medical Groups CFO experience

 Manufacturing CFO experience

Most companies prefer that the CFO have a deep knowledge and understanding of the Office of
Management and Budget control. The CFO must have experience working with information
technology staff to manage finance and accounting software packages. The CFO must have
excellent written and oral communication skills. The CFO is supposed to demonstrate leadership
ability, team management, and interpersonal skills. The CFO is required to possess excellent
analytical and abstract reasoning skills, plus good organization skills. The cash flow planning
determines how the company is progressing, if they can invest more money, and which direction
they are heading. That is why the CFO is responsible to oversee the cash flow planning in order
to help ensure availability of funds as the company needs it. Since the company needs to make
investments in order to grow the CFO is responsible for the company assets on hand and the
investment to come. The CFO often works with the different banks that hold the company
funding. Since the CFO is in charge of the necessary banking practices for the company then he
is the front runner with the banking representatives. Many of the financing strategies are brought
out by the CFO and presented to the board in charge of investing and company improvements.

The CFO in a manner is the prophet of the future planning for the company. Since he is in charge
of all financial statements and company assets he is suppose to be able to foretell the future
events for his corporation. He should be able to tell if it is a good time to invest or if the
company should tighten the reigns. The whole process of profit and loss is predicted by the CFO.
The duties of the company’s CFO pertain to the financial status of the company along with the
investment part of the company. The board of trustee’s depends on the CFO to provide them with
all aspects of profit and loss both now and in the future. In order to maintain a stabilized
company budget along with prospects for growth in the future can depend on how the CFO
conducts business and how well he plans for future investments. That is why it is very important
that the company hires a CFO who has experience and a good educational background.

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DEFINITION: Under general direction, coordinates and supervises the work of subordinates in
a legal processing unit; analyzes, develops and implements policies based on legal requirements
and departmental needs; and performs related duties as required.

DISTINGUISHING CHARACTERISTICS: This class is responsible for the supervision of a

number of subordinate staff that receive, process and file legal documents and forms. It is
distinguished from the class of Judicial Services Supervisor in the County Clerk Recorder's
office by the direct interaction with the court system.

EXAMPLE OF DUTIES:

1. Plans, organizes, coordinates, and supervises the support activities of a legal unit which
processes forms and documents; supervises the preparation of various legal documents,
files and forms; reviews documents for completeness and proper form according to
applicable laws and regulations prior to submitting to the appropriate governing authority.
2. Researches, analyzes, proposes and implements procedural policy in response to
legislation, law revisions, and/or management directives; coordinates procedural changes
with other local and remote legal and court offices; prepares procedural manuals;
develops, reviews, and revises departmental forms; maintains form inventories; oversees
and coordinates the destruction of legal and sensitive materials/cases in compliance with
purging criteria.
3. Trains and supervises staff in the use of departmental computer hardware and software;
maintains branch equipment working with central automation staff to resolve problems
and make system or program recommendations/improvements.
 4. Interviews, selects, trains, and evaluates subordinate employees.
5. Coordinates special programs, projects and reports as assigned to the unit.
6. Represents the department at meetings as required.
7. Responds to legal inquires from attorneys, law enforcement personnel and the general
public, often requiring diplomacy and tact.

EMPLOYMENT STANDARDS:

1. Four years of increasingly responsible experience in producing or processing legal

documents, preferably including some supervisory experience; or,
2. two years performing duties equivalent to the class of Court Clerk III or Legal Secretary
III with Santa Barbara County; or,
3. equivalent combination of training, education and experience that would provide the
required knowledge and abilities.

Possession of a valid California Class C Driver’s License may be required at the time of
employment.

Knowledge of: functions and operations of a legal processing unit; legal office forms,
documents, terminology and filing requirements; criminal, civil and court procedures and court
functions; general computer applications (both hardware and software); applicable State codes,
regulations, and procedures related to court and other legal actions; English usage for business
and legal documents.

Ability to: interpret, analyze and apply complex State codes, court rules and regulations; plan,
coordinate and supervise the daily activities of a legal processing unit; create, adapt, and
implement new procedures; learn trends and methods of supervision and apply to staff; relate
professionally with the legal community, law enforcement, and general public; effectively
communicate orally and in writing; learn and apply computer software programs; select,
supervise, train and evaluate staff.

DEFINITION: Under direction, to supervise and coordinate the work of a clerical staff
performing legal support services; to perform a variety of complex legal secretarial duties; and to
do related work as required.

DISTINGUISHING CHARACTERISTICS: This is a working supervisory class intended to

have overall responsibility for a sizable clerical staff.

EXAMPLES OF DUTIES: Plans, assigns, and supervises the work of subordinates; confers
with superiors to coordinate clerical support with professional services; performs complex legal
secretarial functions; provides for backup at all levels as needed; relieves professional staff of a
wide variety of technical and research details; keeps abreast of legislation affecting legal
procedures; interprets and implements policies, rules, regulations, and changes in procedures;
maintains statistical, workflow, performance data, and related information of interest to
departmental management; makes reports; participates in the selection of, assigns, trains, directs,
supervises, and rates subordinates; controls vacation schedules of clerical staff; and performs
related duties as necessary.

EMPLOYMENT STANDARDS:

1. Four years of clerical experience, including two years as a legal secretary, preferably
including some supervisory experience; or,
2. one year of experience equivalent to the class of Legal Secretary II with Santa Barbara
County; or,
3. equivalent combination of training, education, and experience that would provide the
required knowledge and abilities.

Additional Qualifications: Type 60 net words per minute.

Knowledge of: legal office documents, procedures, and terminology; proper format for legal
documents, including court rules, citations, and quotations, criminal, civil, and court procedures
and court functions; applicable State codes, regulations, and procedures related to court and other
legal actions; good English usage of a business and legal nature.

Ability to: operate a variety of office equipment such as dictating/transcribing equipment, copier,
and typewriter; establish and maintain effective working relationship with departmental staff and
legal and court related personnel; direct and evaluate work performed by legal secretaries;
compile data; write clear and comprehensive reports and correspondence; perform assignments
requiring independent initiative and the acceptance of responsibility for decisions; prioritize
assigned duties; communicate effectively orally and in writing.

Purpose of Classification:

Performs complex legal assignments with a high degree of independence and under minimal
supervision of an attorney requiring extensive paralegal experience, skill and knowledge.

Distinguishing Characteristics:

This is second in a series of two classifications and is distinguished from the Legal Assistant in
that the Legal Assistant Senior performs varied and complex legal assignments requiring
evaluation, originality and ingenuity with a higher level of independence. The Legal Assistant
Senior may assign, supervise and review the work of the Legal Assistant.

Examples of Duties:

 Secures evidence and documentation relating to complex legal issues.

 Researches State and federal laws (Westlaw, Arizona Revised Statues, U.S. Codes, policy manuals, Web
Sites and other sources).
  Conducts and analyzes results of legal research and applies to current cases and issues using traditional
and computerized techniques.

 Composes memoranda, correspondence, and drafts pleadings/responses dealing with legal subject matter
requiring considerable discretion and judgment.

 Interviews witnesses to obtain relevant information.

 Reviews and analyzes records and information from multiple sources and determine relevancy to specific
issues.

 Manages production of information and documentation for outside counsel or for investigative and/or
enforcement agencies.

 Prepares synopses, abstracts or summaries of complex legal issues.

 Develops internal procedures for managing recurring events and/or issues and train and assist support staff
in their implementation.

 Receives and provides information requiring considerable judgment regarding specific business of the
department.

 Prepares reports and analyses of internal case loads, results and timing.

 Coordinates University’s responses to subpoenas for records, including determining appropriate responding
units and educating unit personnel in making proper responses to subpoenas for records.

 Liaison with University departments, the Arizona Board of Regents, the Arizona Office of the Attorney
General, outside counsel, adverse parties, and various governmental agencies.

Knowledge, Skills and Abilities:

 Comprehensive knowledge of concepts, terminology, principles and procedures of American law as well as
knowledge of functions and jurisdictions of local, state and federal courts and related agencies.

 Comprehensive knowledge of methods and techniques of legal research and the use of statutes, codes and
other legal resources as well as skill in extracting and utilizing information from statutes, court decision, legal
documents, policies and related records.

 Skill in writing complex legal documents/reports.

 Skill in analytical and problem-solving techniques.

 Skill in both verbal and written communication and interpersonal relations.

  Skill in work management and organization.

 Skill in understanding the necessity and the ability to preserve and maintain confidential communications
and legally privileged information.

 Skill in the use of personal computer and office equipment.

Minimum Qualifications:

Associates degree or completion of accredited legal assistant education program certified by

National Association of Legal Assistants AND six years of legal assistant experience; OR,
Bachelor’s degree AND four years of legal assistant experience; OR, Certification by the
National Association of Legal Assistants AND four years of paralegal or legal secretarial
experience; OR, Any equivalent combination of experience and/or education from which
comparable knowledge, skills and abilities have been achieved.

Next: Library Assistant Job Description

Contract Manager Responsibilities

The primary responsibilities of the contract manager are:
Participating, as necessary, in developing the solicitation and writing the
draft documents. Contract administration
must be considered during this process.
Monitoring the contractor’s progress and performance to ensure goods
and services conform to the contract
requirements.
Managing any state property used in contract performance.
Authorizing payments consistent with the contract terms.
Exercising state remedies, as appropriate, where a contractor’s
performance is deficient.
Resolving disputes in a timely manner.
Documenting significant events.
Maintaining appropriate records.
The number of participants in the contract administration process will vary
in number from one to many depending
on the size, level of risk and complexity of the contract. Early in the
procurement process, identify staff to participate
in contract management. Identify a single contract manager and others to
assist the contract manager. Assign roles
and responsibilities which may include:
Determining the sequence of activities, dependencies, required or desired
outcomes, and acceptable
performance levels.
Developing a timetable and start and end date for each performance
component. Include milestones with
accompanying timeframes, and monitoring and reporting requirements.
Monitoring contractor activity on a specified frequency to identify problem
areas.
Meeting with the contractor on a regular basis to review progress, discuss
problems and consider necessary
changes.
Providing access to state facilities, equipment, data, staff, materials and
information.
Contacting other staff as necessary to provide equipment and data.
Establishing scope of authority, clear lines of communication and
reporting and specific individuals who will
interact directly with the contractor.
Establishing control of correspondence, data and reports.
Identifying potential problems and solutions.
Defining terms or conditions of default.
Establishing a procedure, identifying a responsible person and
establishing a timeframe for handling noncompliance.
Establishing a procedure, identifying a responsible person and
establishing a timeline for making necessary
contract decisions or modifications.
Planning
As stated earlier, planning for the administration of a contract should begin
with the drafting of the statement of work.
Procedures for contract administration should be described in the
solicitation document. After the contract is
executed, the planning activities should focus on general administrative
activities including, but not limited to
management of contract amendments through documentation of any
changes to the contract scope, schedule and
payment. Another central activity to contract administration is the advance
coordination and scheduling of resources
to assist in the performance of the contract administration processes.
In order to properly plan for contract administration, the contract manager
must ensure that he/she thoroughly
understands all of the components of the solicitation and contract.
Examples of such contract components include:
Expected outcome measures – includes staging of deliverables, if
applicable. Significant deliverables
should be tied to the payment schedule.
Costs – The total cost, including any indirect cost allocation of the goods
and services to be
performed.
Contract Performance - When, where, and how the goods and services
are to be delivered.
Acceptance/Rejection Terms – The agency’s right to inspect and accept
or reject the goods and
services and the conditions of acceptance or rejection.
Contract Dates: The effective date, completion date, renewal terms, and
any additional dates
necessary to monitor contract performance.
Complete addresses – Where correspondence is to be sent, where
payments are to made, etc.
Post Award Conference
A post award conference is a meeting with the contractor and includes the
principals responsible for administering the
contract. The conference is typically held soon after the contract is
awarded. It is an orientation for the contractor to
ensure a clear and mutual understanding of all contract terms and
conditions, and the respective responsibilities of all
parties. The conference also serves as an excellent tool to clarify and
resolve any potential misunderstandings early on.
Although both the contractor and the agency personnel should be fully
aware of the contract requirements, the post
award conference ensures that those involved directly in the contract
administration process understand all
requirements of contract performance.
Not every contract requires a formal post award conference, but generally
there should be some form of
discussion between the contracting parties after award to ensure that all
parties agree on the performance
requirements and the administrative procedures applicable under the terms
of the contract. The post award
conference should NOT be used to change the terms of the contract.
Agency personnel should decide if a post award conference is necessary.
For less complex, low risk, lowdollar
value contracts, a telephone call to the contractor may be sufficient. During
the telephone conversation,
the agency should review the major points of the contract with the
contractor (e.g.; amount of contract, major
performance milestones, deliverables, reports, meetings) and time and
place of delivery. Factors used to
determine the need for a post award conference include:
Type of contract;
Level of risk associated with the contract;
Contract value and complexity;
Length of contract, period of performance and/or delivery requirements;
Procurement history of the supplies or services required and expertise of
the contractor;
Urgency of delivery schedule;
Agency’s prior experience with the contractor;
Any special or unusual contract requirements; and
Any special or unusual payment requirements.
Post Award Conference Agenda
It should be made clear at the beginning of the conference that the purpose
of the meeting is to explain or clarify
contract requirements and not to make changes to the contract or re-
negotiate the contract terms. The post award
conference agenda should cover the following:
1. Introduction. Introduce all participants and identify agency and
contractor key personnel.
2. Scope. Discuss the scope of the contract (i.e., what the agency is buying).
Although this may seem overly
simplistic, a total and complete meeting of the minds on this point will avoid
problems during the life of the
contract.
3. Terms. Summarize contract terms and conditions, particularly any special
contract provisions. This can avoid
any misunderstandings later on, and allows the contractor to gain a better
understanding of the terms prior to
beginning work.
4. Requirements. Discuss the technical and reporting requirements of the
contract. The technical requirements
may be discussed as part of the Scope, above. It is vital that the contractor
and the agency have a meeting of
the minds regarding technical requirements. The contractor must
understand the importance of any reports
required under the contract and the importance of submitting them in
accordance with contract requirements.
5. Administration. Applicable contract administration procedures, including
contract monitoring and progress
measurement should be discussed.
6. Rights. The rights and obligations of both parties and the contractor
performance evaluation procedures
should be summarized. The agency should explain that contractor will be
evaluated on their performance
both during and at the conclusion of the contract and that such information
may be considered in the
selection of future contracts.
7. Potential Problems. Potential contract problem areas and possible
solutions should be addressed. Any issues
or contract areas that the agency believes may lead to a problem later on,
or may be subject to differing
interpretations, should be discussed.
8. Payment. Invoicing requirements and payment procedures should be
discussed, especially if the payment will
be made according to milestones achieved by the contractor.
9. Authority. Agency personnel should explain the limits of their authority
and obtain the same information
regarding contractor personnel.
After the conference, the agency should prepare a summary of the meeting
for the contract file which details the topics
covered. The summary should include areas requiring resolution, a list of
participants, and in particular, those
individuals assigned responsibilities for further action and the due dates for
those actions. Copies of the meeting

summary should be distributed to all conference participants

1. Document control procedure

This procedure is made in order to manage all the documents including internal and outside
documents that are being used in the company’s management system.

2. Records control procedure

The purpose of this procedure is to regulate the method to collect, make list of, arrange, access,
store and delete the records in management systems.

3. Procedure for controlling non-conformance products

The purpose of this procedure is to manage the products that are not in accordance with the
customer’s request and the company quality policy, to prevent the using of these products and to
carry out suitable solutions to handle them.

4. Procedure for designing and developing product

The purpose of this procedure is to ensure that the products of the company are designed and
developed correctly as requested by the customers.

5. Procedure for supervising and measuring process

This procedure is to ensure that the working processes are under control, all targets are strictly
compliant with regulation and to ensure the result as plan.

6. Procedure for testing and checking products

All the processes need pre-test to be sure that the customer’s demands are best satisfied. The
purpose of this procedure is to regulate the testing process to confirm the conformance of the
sample product with the customer’s or company’s demand.

7. Procedure for applying statistic techniques

The purpose of this procedure is to set up a statistic system to measure the working processes
and the customer’s satisfaction, to determine which division needs frequently improving. This
procedure also defines how to use Pareto Chart to describe the division’s contribution to final
goal in an order of importance and [...]

8. Procedure for dealing with customer’s complaint

The purpose of this procedure is to make plan to consider the current and future supply in order
to satisfy the demand and expectation of customers as well as of concerning parties.

9. Measurement and Test Equipment Control and Calibration Procedure

The purpose of this procedure is to ensure that the management of company’s measurement
equipment always meets the authority’s regulations about measurer.

10. Supplier evaluation procedure

The purpose of this procedure is to select a suitable supplier with the requirement of the
company and satisfy the customers’ demand.

11. Procedure for maintaining machine and equipment

The purpose of this procedure is to set plan to examine and maintain the machine and equipment
in the manufacturing process. Maintenance is to reduce the risk that may harm the machines and
influence the producing performance and the environment.

12. Procedure of corrective and preventive action

The purpose of this procedure is to do well the requirements of management systems and the
company as well as to meet the demand of related parties.

13. Internal audit procedure

This procedure can apply for ISO 9000, SA 8000, ISO 14000, HACCP, ISO 22000 etc
14. Management review procedure

This procedure can apply for ISO 9000, SA 8000, ISO 14000, HACCP, ISO 22000 etc

15.Improvement procedure

The purpose of this procedure is to ensure that the Quality Management System works better and
better as required by the customer and in accordance with the company’s Quality Policy.

Related ISO 9001 documents:

• ISO 9001 checklist

• ISO 9001 standard