Contract Administrator I or II

Northeast Ohio Regional Sewer District • Cleveland, OH

1d

About The Position

The Contract Administrator I supports the Contract Administration team with proposal preparation, contract and supplier negotiations, administration of major contracts, supplier management, and collaboration with internal departments. The role maintains the contract database and related files, including renewals, and supports work orders, requisitions, and receiving processes in accordance with Sewer District standards, policies, procedures, and applications.

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, including renewals, maintains official contract and correspondence files, monitors department performance against proposals, and advises on customer specifications and government regulations.

Both levels support the contract bid and administration process and contractor oversight. Duties include preparing or managing bid and proposal materials; reviewing contract documentation, specifications, invoices, work orders, and contractor billings; maintaining contract records and databases; supporting renewals and closeouts; monitoring contractor performance and compliance; and coordinating with Sewer District personnel, contractors, suppliers, and municipalities. The position is primarily office-based and requires visits to Sewer District sites for up to 10% of a typical workday. Field visits may involve exposure to extreme weather, wet or humid conditions, and confined or restricted environments.

Requirements

• Associate degree, preferably in Business Administration or a related field; an equivalent combination 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 covering relevant areas such as 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 administrative and project management practices, resource allocation, contract administration, and business law and legalities 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 collaborative working relationships with stakeholders, contractors, community and government personnel, and customers, and to provide high-quality service.
• Ability to use project or contract management techniques to initiate and manage contracts through completion on time and on budget; these skills are to be further developed during employment.
• Attention to detail and ability to manage large amounts of data, maintain comprehensive records, analyze and organize information, and manage projects and time effectively.
• Negotiation and conflict-resolution skills for addressing issues and identifying improvement opportunities with diverse groups.
• Proficiency in Microsoft Office Suite, including Word, Excel, Access, Outlook, and PowerPoint.
• Ability to perform the position’s physical and mental tasks, including compiling, comparing, copying, computing, analyzing, synthesizing, coordinating, instructing, negotiating, and communicating.
• Ability to stand, sit, walk, reach, finger, talk, and hear, and to lift up to 10 pounds occasionally.
• Ability to meet the position’s visual demands, including near and far acuity, depth perception, color vision, and accommodation.

Responsibilities

• Prepare, support, or manage contract bids, quotes, proposals, requests for qualifications, and requests for proposals, including assembling bid packages and related documentation.
• Review customer specifications, government regulations, and contract documents to ensure contract requirements meet stakeholder and Sewer District needs.
• Prepare bids, process specifications, progress reports, estimates, and other contract-process information.
• Participate in and organize or facilitate proposal reviews, communications, and approval processes; attend progress, pre-bid, and pre-construction meetings.
• Support procurement for high-level or high-risk projects; for the II level, assist with outside contractor procurement, proposal review, consultant shortlists, and contract award recommendations.
• Negotiate contracts with suppliers and vendors, including pricing, terms, and related policies, as applicable to the position level.
• Administer contracts by reviewing and processing invoices, work orders, requisitions, receiving records, statements, contractor billings, modifications, extensions, and closeout documents.
• Resolve discrepancies with inaccurate or overdue invoices and participate in resolving supplier or contractor grievances and claims.
• Maintain contract and proposal records, official correspondence and asset files, tracking records, and database entries in accordance with Sewer District standards, including record retention and storage.
• Support or manage contract renewal reviews to prevent gaps in coverage.
• Develop, maintain, or implement contract management policies, procedures, instructions, and work instructions.
• Monitor contractor and supplier performance and compliance with contract requirements and specifications; document nonconformance and recommend improvements.
• Coordinate with Sewer District personnel, supervisors, field staff, municipalities, contractors, and suppliers to resolve issues and ensure work meets requirements.
• Analyze contractor performance, markets, and delivery systems to identify process and cost improvement opportunities.
• Support initiatives related to supplier enablement, contract management, project management, problem resolution, and customer support.

Benefits

• Health insurance coverage
• Retirement planning options through the 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

What This Job Offers

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