Contract Administrative Assistant

**The Role**:**JOB DESCRIPTION**The Contracts Administrative Assistant is responsible for coordinating administrative activities and tasks related to contracts, and related documents, for the purchase and sale of products in the Mexico Gas and Power Sectors. These activities include (i) preparing initial standard contract/confirmation templates, sending to customers and monitoring status; (ii) maintaining a database of pending contracts, assuring the accurate status of the contract negotiation; (iii) preparing documents for signature and obtaining appropriate approvals; (iv) maintaining contract records, incorporating signed documents and related approvals; (v) setting up and assuring that contracts and related documents are properly entered into applicable trading systems; (vi) running daily reports and system troubleshooting.The Contracts Administrative Assistant role supports the gas and power trading and business development activities of Shell Energy Americas in Mexico and is part of the Global Contracts organization within the Shell Trading & Supply Commercial Operations organization**What’s the role?**- Prepare Shell´s standard contract/confirmation templates ensuring that all contracts/confirmations accurately reflect the terms of natural gas and/or power purchase and sale transactions and send to the customer.- Review and, if necessary, check the use of non-standard wording in contracts with the Contracts Commercial Advisor.- Respond to customer inquiries (both internal and external) related to contracts/confirmations in close liaison with the Contracts Commercial Advisor and Commercial.- Maintain data related to contractual negotiation activities in systems as records (status of negotiation, signed documents and appropriate approvals obtained for execution).- Ensure the contracts database(s) are updated to reflect accurate status of a contract/confirmation.- Prepare internal contracts approval forms in English and prepare documents for execution (manually or digitally).- Complete set up of fully executed contracts in all applicable trading systems and contract database.- Provide support to Contracts Commercial Advisors, Commercial, Trading, Credit, Legal and other internal Stakeholders throughout the contracts/confirmations process, attending meetings in Spanish and English.- Run and analyse various system reports to ensure compliance with Shell policies and other financial control measures.- Maintain up to date contract/confirmation written processes and procedure documents, in English, and identify and suggest updates/improvements, as necessary.- Assist in special projects and tasks as requested by Team Lead.- Participate in regular meetings, in Spanish and in English, with Contracts Commercial Advisors and the Contracts team.- Comply with Shell Policies and Rules and guarantee 100% of mandatory training**REQUIREMENTS**- Business level of English skill is required (written and oral). The ability to communicate effectively in English on a daily basis is an indispensable requirement for the position.- University´s Degree in Business, Administration, Economics or equivalent practical working experience- Ability to consistently carry out activities to the required standards- Ability to recognize issues and involve the appropriate internal stakeholders to overcome obstacles- Must possess a high degree of accuracy, strong analytical skills and strong attention to detail- Ability to work under pressure, under tight deadlines and manage conflicting priorities- Previous exposure to contracts and/or deal confirmation processes and records management.- Strong customer service and interpersonal skills with a professional attitude and ability to work well within a team environment- An openness to learning, actively looking for new ways to improve own capabilities and performance.- Continuous Improvement mindset- Proven ability to manage a heavy workload and change priorities, as needed.**Disclaimer