Contractor Administrator Manager

Stepan Company•Elwood, IL

1d•Onsite

About The Position

The Contractor Administrator manages on‑site execution of third‑party contractors supporting maintenance and repair activities. This role ensures contractor work is performed in compliance with safety requirements, contractual obligations, and approved scopes of work. Responsibilities include verifying contractor scheduling, qualifications, training, and work authorization to support disciplined execution aligned with maintenance plans and operations priorities.

Requirements

Must be able to climb stairs and lift a minimum of 20 pounds.
Associate’s degree or equivalent experience in Industrial Maintenance, Construction Management, or related field; Bachelor’s preferred.
5+ years in maintenance/turnaround/contractor coordination within chemical, refining, or heavy industrial environments.
Demonstrated knowledge of safe work permitting, PSM/OSHA contractor safety, lockout/tagout, confined space, hot work, elevated work, and lifting/rigging practices.
Proficiency with CMMS (SAP/Maximo/IFS), scheduling tools (Primavera/MS Project), and digital permit systems.
Strong understanding of QA/QC practices, drawing/Isometric review, and inspection/NDE workflows.

Nice To Haves

Bachelor’s degree preferred.

Responsibilities

Coordinate contractor availability with Maintenance Planning/Scheduling and Operations for routine, backlog, shutdown/turnaround, and emergency work.
Ensure all required pre-job documentation is complete and approved prior to execution (e.g., JSA/JHA, permits, LOTO, confined space, lift and hot work plans).
Verify contractor company and individual worker compliance with site requirements, including orientations, safety training, craft qualifications, medical/fit‑for‑duty, and drug/alcohol programs.
Maintain current contractor rosters, site access badges, competency records, and insurance certificates (as provided by Procurement).
Facilitate work permitting, site access, escorting (as required), and coordination of area ownership with Operations.
Monitor daily contractor execution against plan for safety, quality, productivity, and scope compliance; identify and escalate execution barriers.
Request additional contractor resources through established non‑commercial channels.
Confirm field progress, work order updates, and closures in the CMMS (e.g., SAP), ensuring accurate labor, time, and material confirmations by responsible parties.
Collaborates with Procurement to establish contract KPIs that are reasonable, measurable, and commercially viable—ensuring performance indicators can be effectively tracked without adding unnecessary cost to the services provided.
Work with third-party contractors to establish, monitor and report performance against KPIs (safety, schedule adherence, rework/quality, productivity); provide feedback to contractors and internal stakeholders.
Capture objective evidence of performance issues and report them promptly to contractors to enable timely corrections and escalate persistent or unresolved issues to Maintenance leadership and Procurement for commercial remedies where applicable.
Provides operational input to Procurement (e.g., performance metrics, safety history, schedule adherence, quality indices).
Enforce site EHS standards and applicable PSM requirements related to contractor work, including Contractor Safety, MOC participation, Pre‑Startup Safety Reviews, and Safe Work Permitting.
Participate in audits, field observations, toolbox talks, and incident investigations; track and drive corrective actions to closure (non‑commercial).
Verify work completion in accordance with approved work packs, drawings, procedures, and OEM specifications.
Coordinate required inspections and NDE activities.
Collect turnover documentation, as‑built updates, and confirm proper demobilization and site housekeeping.