Contract Administrator II or Lead

Overview

Manages contract proposals, negotiations, administration, and supplier oversight.

Key Responsibilities

• contract management
• cmms reporting
• procurement
• performance monitoring
• renewal review
• supplier enablement

Tasks

-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. -Maintains pricing and contract Creates new contract templates as needed. -Manages and establishes plans for contract renewal review process to ensure no gaps in coverage. -Leads the communication process during the review stages of the proposal Conducts progress, pre-bid and pre-construction meetings as necessary. -Assists in the procurement for high-level and/or high-risk projects. -Recommends the appropriate contract type or contract method for the product or service being procured. -Leads the contract administration group for computerized maintenance management system initiatives. Generates and analyzes reports using the computerized maintenance management system (CMMS) to support contract administration business decisions. Leads initiatives to implement and maintain electronic CMMS workflows to support contract administration efficiencies and compliance. -Monitors contractor/supplier performance to ensure requirements are met. Coordinates with 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 any non-conformance; makes recommendations for improvement. -Generates Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for related professional services. -Supervises and directs assigned staff by providing training, coaching and mentoring. Responsible for assessing performance, provides constructive feedback, documents discipline issues, provides additional training and takes corrective action as needed. Responsible for time tracking including approving time worked and time off requests in the Human Resources Information System (HRIS). -Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer -Interfaces with Sewer District departments as necessary to facilitate contract and/or proposal processing and obtain required approvals. -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 Reviews modifications, extensions and contract closeout documents for approval. Actively participates to resolve supplier/contractor grievances, claims, etc. -Evaluates staffing workflow and adjusts plans and priorities accordingly. -Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process. -Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance. -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. -Interfaces with the Sewer District departments as necessary to facilitate contract and/or proposal processing and to obtain required approvals etc. -Manages contract database entries, keeping current with new contracts that are processed and/or -Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage. -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. -Performs primary contract duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product Writes specifications for services, repairs and upgrades with input from the appropriate subject matter personnel. -Reviews contract documentation with proper subject matter personnel to ensure that it meets the operational needs of all stakeholders in the Organizes, conducts and participates in both formal and informal management reviews of proposal drafts. -Generates requests for qualifications and Requests for Proposals for related professional services. -Represents the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors. -Manages contract renewal review process to ensure no gaps in coverage. -Analyzes market and delivery system to assess process and cost improvement 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. -Develops, implements and maintains contract management policies, procedures and work Ensures staff is trained on all policies and procedures and reviews work to ensure compliance. Establishes training protocol for staff. -Facilitates the communication process during the review states of the proposal document. Attends progress, pre-bid and pre-construction meetings. -Manages contract database entries, keeping current with new contracts that are processed and/or executed. -Organizes, conducts and participates in both formal and informal management reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project. -Manages the procurement of outside contractors including developing consultant short lists and RFPs, reviewing contractor proposals and recommending award of consultant

Requirements

• bachelor's degree
• microsoft office
• blueprint reading
• contract negotiation
• project management
• epa npdes

What You Bring

-Candidate must possess a bachelor’s degree, preferably in business administration or related field. -Candidate must possess knowledge of best practices in an engineering or utility environment, including vendor selection, contract negotiation, recourse allocation, recordkeeping, reading blueprints and diagrams, contract development and contract standards and languages. -Candidate must possess the ability to read, interpret and write contracts, specifications and project schedules, using blueprints, working drawings, project plans and input from others. -Candidate must be proficient in Microsoft Office Suite including Word, Excel, Access, Outlook and PowerPoint. -Candidate must possess knowledge of municipal bidding and contract procedures and EPA’s NPDES permit requirements. -Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities. -Candidate must possess the 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. -Candidate must possess negotiation and conflict resolution skills to address issues and opportunities for improvement with diverse groups. -Candidate must possess the 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. -Candidate must be detail-oriented and capable of managing large amounts of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized. -Candidate must possess knowledge of administrative, project management, resource allocation, contract administration, basic business law and legalities for successful contract administration. -Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy.

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About Northeast Ohio Regional Sewer District

-Oversees three major wastewater plants—Easterly, Southerly, and Westerly—and an extensive interceptor sewer network. -Projects range from massive treatment-plant upgrades to green stormwater infrastructure in suburban and urban communities. -Known for rigorous sector expertise in utilities, water resources, and infrastructure, coordinating across 60+ municipalities. -An unusual legacy: created directly in response to the infamous 1969 Cuyahoga River fire, it now safeguards the river it once rescued.

Sector Specialisms