Contract Administrator

Job Overview

GENERAL SUMMARY

Under general direction of Contracts Manager or Procurement Manager or Senior Buyer prepares and administers, commodity, general, information technology and professional services contracts. Work involves collaboration with Airport departments in developing and writing technical specifications and requests for bids/proposals; managing the solicitation process, negotiating terms and conditions, writing contracts and contract documents, managing and facilitating contract execution, writing Notices to Proceed, and administering contracts including ensuring compliance with contract provisions, negotiating and writing change orders, delivery orders, and claim settlement agreements, and overseeing contract closeout. Senior Contract Administrator may provide technical oversight and direction.

PRINCIPAL DUTIES AND RESPONSIBILITIES

• Collaborates with Airport departments to develop and write technical specifications and bid proposal packages for competitive bidding, requests for competitive sealed proposals and requests for qualifications/proposals for professional services.
• Analyzes and evaluates requisitions for funding availability, accuracy and specific need; reviews and assists in writing scopes of work or services, researches market availability or appropriate substitutions of requested items, recommends pricing methodology.
• Consults with requestor(s) to clarify need and intended use of requested items/services; examines alternative procurement methods; consults with technical and engineering staff.
• Identifies prospective bidders/proposers, recommendations from technical and Business Diversity and Development Department representatives, issues procurement plan and oversees distribution of bid/proposal documents; writes and issues addenda.
• Conducts pre-bid and pre-proposal conferences, bid openings, reviews submittals, manages the evaluation and negotiation process to determine the selected vendor, analyzes proposals and evaluates pricing, works with evaluation committee to recommend selected vendor to management. Documents the solicitation and evaluation process, statistics and conclusions.
• Prepares and writes Official Board Actions, contracts, change orders, and related documentation, obtains requires concurrence/approval signatures; writes notices to proceed.
• Plans, prepares, and conducts negotiations or participates on negotiating teams for new work, changes, claims, etc. writes changes orders, record of negotiations, findings of fact, claim settlement agreements, and other required documentation.
• Advises Board staff and consultant project managers of potential contractual problems and provides contract interpretations.
• Determines the allowability and allocability of costs and contract payments; negotiates disputed items with contractors/consultants. Participates in and manages the evaluation of contract deviations and prepares deviation notice.
• Ensures compliance with commercial or business aspects of work (i.e. wage rates, bond and insurance requirements); in conjunction with Risk Management ensures adequacy of insurance coverage and continued coverage throughout the contract performance period.
• Reviews audit reports, negotiates disputed items and incorporates results of the audit into the contract; prepares draft audit responses for review and approval.
• Approves contract closeouts, ensures that final completion notices are sent to contractors/consultants and reconciliation of final funds disposition.
• Monitors the entry and maintenance of contract related data in Board legacy computer systems including financial and contract systems.

MINIMUM REQUIREMENTS

• Bachelor's degree in business or public administration or other related business, technical/engineering or information technology field.
• Two (2) years of progressively responsible purchasing experience or experience administering general or professional service contracts.
• Experience in negotiating new contracts and modifications/changes to contracts.
• Any equivalent combination of education and/or experience may be substituted for the above.
• Possession of a valid Class C driver's license.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of basic principles, practices and procedures of public contract administration, public bidding laws and contract funding procedures and requirements.
• Knowledge of estimating and pricing techniques and industry resources for determining labor, material and equipment costs.
• Skill in operating a personal computer and other high technology tools/software to capture and maintain records of contract activity and to reconcile data.
• Experience in the use of ERP Systems and Microsoft Suite Applications.
• Ability to review contract documents for discrepancies and conformance to standards.
• Ability to interpret and use oral and written instructions, specifications, sketches and blueprints to prepare solicitation documents, scopes of work or services, analyze and negotiate proposals and write contracts and change orders.
• Ability to meet and interface with vendors, contractors, tenants, consultants, Board staff and other interested parties to exchange information, explain and interpret standards and resolve differences.
• Ability to prepare clear and concise specifications, contract clauses, reports, negotiation plans and records, and correspondence.
• Ability to analyze and make sound judgments on contractor risk and other factors associated with performing the work specified for reasonable profit.
• Ability to negotiate in an open, public atmosphere and to obtain and substantiate fair and reasonable prices.
• Ability to communicate effectively and clearly, both orally and in writing, in general and technical terms, with Board staff, contractors, Board tenants and management.

EFFORTS

• Works in an office environment.
• Uses reasoning in problem solving and analysis.
• Exchanges information by oral, written or electronic form and in person.
• Drives to locations on and off airport property.
• Performs moderately complex mathematical operations.

DESIREABLE

• Experience with Oracle E-Business Suite Applications