Reporting Administrator

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 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.

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

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

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

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

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

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

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

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

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

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

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