Contract Administrator I or II

Northeast Ohio Regional Sewer District • Cleveland, OH

10d • Hybrid

About The Position

The Sewer District is seeking a Contract Administrator I or II to support the Contract Administration team. This role involves managing contract proposal preparation, contract and supplier negotiations (including terms and conditions), administration of major contracts, and supplier management. The position requires collaboration with other departments while adhering to Sewer District contracting standards. Responsibilities include maintaining the contract database and associated files, managing renewals, executing work orders, requisitions, and receiving processes. The Contract Administrator will also be responsible for contract bid processes, reviewing specifications and regulations, assembling contract asset lists and files, and compiling data for estimates. For the Contract Administrator II role, there is a greater emphasis on managing major contracts, acting as an advisor on regulations, and assisting with high-level procurement. The role may involve hybrid work arrangements.

Requirements

• Associate degree, preferably in Business Administration or related field.
• Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.
• One (1) year of contract administration experience in an engineering, maintenance, utility environment or similar industry.
• Experience includes a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language.
• Basic knowledge of administrative, project management, resource allocation, contract administration, basic business law and legalities for successful contract administration.
• Knowledge of best practices in an engineering or utility environment or similar industry, including a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language.
• Knowledge of municipal bidding and contract procedures and EPA’s NPDES permit requirements.
• Effective written and verbal communication, organizational skills and decision-making abilities.
• Ability to successfully build and sustain positive and collaborative working relationships with a broad range of stakeholders, contractors, community, government personnel and customers and the ability to provide high quality service.
• Ability to effectively use progressive project and/or contract management techniques to successfully initiate and manage contracts through to completion on time and on budget; these skills shall be further developed during the course of employment within the position.
• Detail-oriented and capable of managing large amount of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized.
• Negotiation and conflict resolution skills to address issues and opportunities for improvement with diverse groups.
• Proficient in Microsoft Office Suite including Word, Excel, Access, Outlook and PowerPoint.
• Ability to compile, compare, copy, compute, analyze, synthesize, coordinate, instruct and negotiate.
• Ability to communicate while exhibiting strong interpersonal skills.
• Ability to lift up to 10 lbs. on an occasional basis.
• Visual demands of near acuity, far acuity, depth perception, color vision and accommodation.

Nice To Haves

• While working in the field the employee may be exposed to extreme weather, wet and/or humid conditions and confined/restricted working environments.

Responsibilities

• Supports the Contract Administration team with contract proposal preparation, contract and supplier negotiations including terms and conditions, administration of major contracts, supplier management and collaboration with other departments while adhering to Sewer District contracting standards.
• Maintains the contract database and associated files, including renewals in conformance with appropriate standards, policies, procedures and applications.
• Responsible for the execution of work orders, requisitions and receiving processes.
• Follows and executes the contract bid and quote process, including preparation of bid packages.
• Generates contract/change review documentation.
• Reviews customer specifications and government regulations.
• Organizes and participates in both formal and informal reviews of proposal drafts.
• Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project.
• Assembles accurate contract asset lists and official contract/correspondence files.
• Collects and assembles templates and procedural documentation to support the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors.
• Prepares bids, process specifications, progress reports and other information as required.
• Compiles data for preparing estimates during the contract process.
• Assists with generating requests for qualifications and Requests for Proposals for related professional services.
• Interfaces with Sewer District departments as necessary to assist with contract and/or proposal processing and to obtain required approvals.
• Participates in the communication process during the review stages of the proposal document.
• Attends progress, pre-bid and pre-construction meetings.
• Responsible for the execution and review of invoices, work orders, requisitions, receiving processes, statements and contractor billings during the contract and prior to payment and closure.
• Resolves discrepancies with inaccurate and/or overdue invoices.
• Assists in the development and maintenance of contract management instruction policies, procedures and work instructions.
• Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage.
• Maintains contract database entries, keeping current with new contracts that are processed and/or executed.
• Assist with contract renewal review process to ensure no gaps in coverage.
• Generates reports in Sewer District databases to assist with overall contract administration.
• Manages dispatching of contractors to perform services in a timely and accurate manner to meet the needs of the Sewer District.
• Monitors contractor performance to ensure work conforms to contract requirements and specifications through verifying with filed staff and/or performing field verification.
• Coordinates with appropriate supervisors and/or any relevant municipalities to resolve any discrepancies identified with contractor work performed.
• Documents any non-conformance and makes recommendations for improvement.
• Analyzes market and delivery system to assess process and cost improvement opportunities.
• Tracks and analyzes contractor performance and compliance.
• Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support.
• Represents the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors.
• Generates requests for qualifications and Requests for Proposals for related professional services.
• Interfaces with the Sewer District departments as necessary to facilitate contract and/or proposal processing and to obtain required approvals etc.
• Organizes, conducts and participates in both formal and informal management reviews of proposal drafts.
• Manages contract renewal review process to ensure no gaps in coverage.
• Assists in the procurement for high-level and/or high-risk projects.
• Performs primary contract administration duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product delivery for major contracts.
• Writes specifications for repairs and upgrades, with input from the appropriate personnel.
• Develops, implements and maintains contract management instruction policies, procedures and work instructions.
• Maintains pricing and contract templates.
• Reviews invoices, statements, work orders and contractor billings to monitor compliance for approval.
• Reviews modifications, extensions and contract closeout documents for approval.
• Actively participates to resolve supplier/contractor grievances, claims, etc.
• Assists with procurement of outside contractors, including the developing consultant short lists and Request for Proposals (RFP), review of the contractor proposals and recommending award of consultant contracts.
• Monitors contractor/supplier performance.
• Coordinates with the appropriate supervisors and/or any relevant municipalities to ensure work conforms to contract requirements and specifications during the contract and prior to payment and closure.
• Documents and non-conformance; makes recommendations for improvement.

Benefits

• Health Insurance Coverage
• Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans)
• Flexible Spending Accounts
• Employee Assistance Program
• Free Parking at our facilities
• Corporate Discounts
• Active Health & Wellness Program that promotes a life/work balance.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree