Contractor Administrator Manager
Elwood, IL, US, 60421
Pay Grade:
Applicants must satisfy job qualifications including work authorization, residence and/or language skills for the country in which the job is located unless Company-sponsorship is specifically stated as available.
Job Description
Essential Duties and Responsibilities:
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.
Planning & Scheduling Enablement
· 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).
Onboarding & Qualification
· 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).
Work Execution Controls
· 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.
Performance Management
· 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)
HSE & Compliance
· 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).
Quality & Technical Verification
· 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
Qualifications
Physical Requirements:
Must be able to climb stairs and lift a minimum of 20 pounds.
Work Environment:
Chemical plant environment with routine field presence in operating units. PPE required. Must meet site medical and fit testing requirements. May support off-hours, turnarounds, and emergency work.
Education
Education and Work Experience:
· 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.
Established in 1932, Stepan Company is a major manufacturer of basic and intermediate chemicals including surfactants, polymers, as well as specialty ingredients that go into consumer, household, and institutional products such as laundry detergents, shampoos, and surface cleaners. Stepan Company currently has 22 global manufacturing locations and over 2,500 employees. We have a strong record of growth. Our growth allows us to provide meaningful career opportunities and stability to our team members. We have big goals at Stepan and know every team member will be crucial to achieving our objectives. Regardless of function, we are looking for team members who bring with them a growth mindset, an entrepreneurial spirit, and the ability to thrive in an evolving environment.
We celebrate diversity at Stepan and are committed to creating a diverse, inclusive environment. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, gender, gender identity or expression, sexual orientation, national origin, genetic information, disability, age, veteran status, or any other status protected by applicable law.
Nearest Major Market: Chicago