Contract Administrator I

Overview

Supports contract admin team with proposals, negotiations, and contract management.

Key Responsibilities

• contract database
• invoice processing
• performance monitoring
• bid preparation
• report generation
• data analysis

Tasks

-Participates in the communication process during the review stages of the proposal document. Attends progress, pre-bid and pre-construction meetings. -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. -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. -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. -Monitors contractor performance to ensure work conforms to contract requirements and specifications through verifying with filed staff and/or performing field verification. -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. -Manages dispatching of contractors to perform services in a timely and accurate manner to meet the needs of the Sewer District. -Generates reports in Sewer District databases to assist with overall contract administration. -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. -Assists in the development and maintenance of contract management instruction policies, procedures and work instructions. Reviews documentation with proper personnel to ensure that it meets Sewer District needs. -Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage. -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. -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. -Assembles accurate contract asset lists and official contract/correspondence files. -Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support. -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.

Requirements

• associate degree
• microsoft office
• contract negotiation
• project management
• communication
• stakeholder relations

What You Bring

-Candidate must possess 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. -Candidate must possess an associate degree, preferably in Business Administration or -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. -Equivalent combination of relevant education and experience may be substituted as -Candidate must possess negotiation and conflict resolution skills to address issues and opportunities for improvement with diverse groups. -Candidate must possess basic knowledge of administrative, project management, resource allocation, contract administration, basic business law and legalities for successful contract administration. -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; these skills shall be further developed during the course of employment within the position. -Candidate must be 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.

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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