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Contract & Reporting Administrator in Houston, Texas at Fracht USA

NewJob Function: Human Resources
Fracht USA
Houston, Texas, 77060, United States
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Job Description

POSITION OVERVIEW

The EPC – Contract & Reporting Administrator is responsible for ensuring the quality, timeliness, and completeness of all client-facing reporting and administrative obligations across active Engineering, Procurement, and Construction (EPC) business agreements where Fracht holds contractual commitments. Reporting to the the VP,EPC Contracts & Client Strategy, this role serves as a key point of contact between clients and internal teams, ensuring that service commitments are met and that communication flows effectively in both directions.

The position also oversees invoicing protocols, vendor and intercompany payments, and file closure controls in CargoWise, ensuring accuracy and compliance across all internal and client-facing financial and documentation processes.

KNOWLEDGE & SKILLS REQUIRED

Organizational Excellence

Exceptional ability to manage multiple contracts, priorities, and deadlines simultaneously. Structured, methodical, and process-oriented.

Prioritization & Efficiency

Ability to triage competing demands and deliver high-quality outputs under tight deadlines without compromising accuracy.

Integrity

Adheres to Fracht’s Core Values and Vision. Operates with transparency and accountability toward clients, leadership, and team members.

Communication

Strong written and verbal communication skills in English and Spanish. Capable of producing professional client-facing reports and internal documentation.

Critical Thinking & Judgment

Demonstrates perspective and sound judgment in identifying issues, prioritizing follow-up actions, and proposing solutions.

Collaboration

Works effectively across departments including Operations, Finance, Sales, and Project Management to coordinate deliverables and resolve observations.

DUTIES AND RESPONSIBILITIES

All activities and documents to be prepared should be executed in coordination with the Owners of each service and under VP EPC Contracts & Clients Strategy guidance.

Client Reporting & External Representation

  1. Prepare, get the approval and deliver all client-required reports per contractual schedules and formats, ensuring accuracy and professionalism.
  2. Produce monthly - quarterly management reports consolidating operational performance, milestones, contract status, and key metrics across the EPC Division, get the approval and submit those.
  3. Maintain a reporting calendar for all active contracts and POs to ensure no deliverable is missing.
  4. Prepare satisfaction surveys with clients on EPC Division quality; coordinate improvement actions and report outcomes to the client.

Internal Coordination & Follow-Up

  1. Assist, attend and document all relevant internal and external meetings in accordance with EPC Contract Owners; prepare and distribute minutes and action item trackers.
  2. Coordinate meetings with Project Managers, Contract Owners, and functional areas (Operations, Finance, Legal, etc.) to ensure timely resolution of observations and open items.
  3. Maintain a centralized tracker of pending actions, escalations, and internal commitments across all active accounts.
  4. Ensure all mandatory contract records on SharePoint are in place in accordance with client-defined retention timelines.
  5. Support contract renewals, change orders, amendments, and other lifecycle activities in coordination with the VP.

Process & SOP Development

  1. Assist, draft, and implement internal Standard Operating Procedures (SOPs) related to reporting, contract administration, and client communication workflows.
  2. Identify process gaps and recommend improvements to enhance efficiency, quality, and compliance.

SharePoint Records Management

  1. Manage and maintain all required records in SharePoint according to client-mandated timelines and internal standards.
  2. Ensure that document filing, version control, and access protocols are consistently followed across all accounts.

Billing, Payments & CargoWise File Closure

  1. Control and monitor the real-time issuance of client billing/invoicing, ensuring accuracy, completeness, and timeliness in accordance with contractual terms.
  2. Follow-up of the payments to vendors/suppliers and sister/agent offices, ensuring compliance with approved terms, internal controls, and required approvals.
  3. Coordinate and ensure the timely closure of files in CargoWise for all applicable shipments and contracts .
  4. As part of file closure, verify that all corresponding documents per shipment are uploaded and complete in Edocs.
  5. Maintain and update client-specific shipment and contract records in the designated shared SharePoint client folder.
  6. Report in a weekly basis the critical situations to be covered by our staff.

Training Support

  1. Assist the VP in delivering contract management training sessions for Project Managers and other staff.
  2. Assist in the development and updating of training materials, guides, and reference documents as needed.

Perform other related duties as assigned.

EDUCATION AND/OR WORK EXPERIENCE REQUIRED

  • Studies in Business Administration, Industrial Engineering, International Trade, Project Management, or a related field required.
  • 10 years of progressive experience in contract administration, project coordination, operations support, or client-facing roles within logistics, EPC, or industrial services environments.
  • Demonstrated experience preparing structured operational and management reports for external clients.
  • Familiarity with EPC project environments, logistics operations, and LATAM business practices preferred.
  • Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and SharePoint. Experience with project management tools is a plus.
  • Fluency in English required: Spanish proficiency strongly preferred.

Core Competencies

  • Billing Control, Vendor/Intercompany Payments & CargoWise File Management
  • Contract & PO Administration
  • Client Reporting & Communication
  • Organizational Planning & Prioritization
  • Process Documentation & SOP Development
  • Meeting Coordination & Action Tracking
  • Cross-Functional Collaboration
  • SharePoint & Records Management
  • Operational & Administrative Support

Success Metrics

  • Timely and accurate delivery of all contractual and client reporting requirements.
  • Timeliness and accuracy of client billing issuance, vendor/intercompany payments, and CargoWise file closures, including full document completeness in Edocs.
  • Quality and completeness of monthly management reports.
  • SharePoint compliance with client-defined documentation timelines.
  • Turnaround time on meeting minutes and action item follow-up.
  • Stakeholder satisfaction across internal and external parties.
  • SOP adoption and contribution to operational process improvements.

PHYSICAL REQUIREMENTS

Ability to perform the essential job functions consistently, safely, and successfully in accordance with the ADA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards. Ability to occasionally lift and carry up to 15 pounds. Occasional travel may be required.

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Diversity and Inclusion

We believe in creating an inclusive environment where everyone feels empowered and supported. We encourage individuals of all backgrounds, identities, and abilities to apply. We are committed to diversity and are proud to be an equal opportunity employer.

Job Location

Houston, Texas, 77060, United States

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