Contract Administrator I or II
About The Position
The Contract Administrator I supports the Contract Administration team with preparing contract proposals, negotiating contracts and supplier terms and conditions, administering major contracts, managing suppliers, and collaborating with other departments in accordance with Sewer District contracting standards. The role maintains the contract database and related files, including renewals, and handles work orders, requisitions, and receiving processes. The Contract Administrator II manages proposal preparation, contract and supplier negotiations, major contract administration, supplier management, and collaboration with internal departments. This level manages the contract database and associated files, maintains official contract and correspondence files, monitors department performance against proposals, generates contract/change review documentation, and advises on customer specifications and government regulations. Both levels support contract bid and quote processes, prepare and review proposals and contract documents, maintain records, assist with procurement, and monitor contractor performance and compliance. The position is primarily office-based, with visits to Sewer District sites up to 10% of a typical workday. Field work may involve exposure to extreme weather, wet or humid conditions, and confined or restricted environments.
Requirements
- Associate degree; Business Administration or a related field is preferred. Equivalent combinations of relevant education and experience may be substituted under the Education Equivalencies Policy.
- One to three years of progressive contract administration experience in an engineering, maintenance, utility, or similar industry.
- Experience or knowledge spanning relevant areas such as best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development and standards, procedural documentation, renewals, and contract language.
- Basic knowledge of administration, project management, resource allocation, contract administration, business law, and legal requirements relevant to contract administration.
- Knowledge of municipal bidding and contract procedures and EPA NPDES permit requirements.
- Effective written and verbal communication, organizational, and decision-making skills.
- Ability to build and sustain positive, collaborative relationships with stakeholders, contractors, community members, government personnel, and customers, and to provide high-quality service.
- Ability to use project and contract management techniques to initiate and manage contracts through completion on time and on budget.
- Detail orientation and ability to manage substantial data, maintain comprehensive records, analyze and organize information, and manage projects and time effectively.
- Negotiation and conflict-resolution skills for addressing issues and improvement opportunities with diverse groups.
- Proficiency in Microsoft Office, including Word, Excel, Access, Outlook, and PowerPoint.
- Ability to compile, compare, copy, compute, analyze, synthesize, coordinate, instruct, and negotiate, and to communicate using strong interpersonal skills.
- Ability to stand, sit, walk, reach, finger, talk, and hear, and to lift up to 10 pounds occasionally.
- Visual ability including near acuity, far acuity, depth perception, color vision, and accommodation.
Responsibilities
- Prepare and support contract bids, quotes, proposals, bid packages, specifications, progress reports, estimates, and contract/change review documentation.
- Review customer specifications, government regulations, and contract documents to ensure they meet operational needs and stakeholder requirements.
- Organize and participate in formal and informal proposal reviews and communicate with departments and relevant personnel to obtain approvals.
- Assemble contract asset lists and maintain official contract, correspondence, proposal, and tracking records in accordance with Sewer District standards and record-retention requirements.
- Support or conduct contract and supplier negotiations, including pricing, terms, and supplier policies.
- Generate requests for qualifications and requests for proposals for professional services, and assist with procurement for high-level or high-risk projects.
- Administer contracts, including reviewing and processing invoices, statements, work orders, requisitions, receiving processes, and contractor billings; resolve discrepancies and participate in contract closeout as applicable.
- Maintain contract database entries and support or manage contract renewal reviews to prevent gaps in coverage.
- Develop, maintain, or implement contract-management policies, procedures, instructions, and work instructions.
- Generate reports from Sewer District databases to support contract administration.
- Dispatch contractors and monitor contractor or supplier performance for conformance with contract requirements and specifications; document non-conformance and recommend improvements.
- Coordinate with supervisors, municipalities, and other relevant parties to resolve contractor-work discrepancies and supplier or contractor grievances and claims.
- Analyze markets, delivery systems, contractor performance, and compliance to identify process and cost-improvement opportunities.
- Participate in initiatives involving supplier enablement, contract management, project management, problem resolution, and customer support.
- Attend progress, pre-bid, and pre-construction meetings and perform other duties of a similar nature as required.
Benefits
- Health insurance coverage
- Retirement planning options, including Ohio Public Employee Retirement System and deferred compensation plans
- Flexible spending accounts
- Employee Assistance Program
- Free parking at facilities
- Corporate discounts
- Health and wellness program promoting life/work balance
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
