Contract Administrator

Metropolitan Development and Housing Agency (MDHA) Procurement and Contract Administration Manager

MDHA serves Nashville and Davidson County. The mission of MDHA is to create quality affordable housing opportunities, support neighborhoods, strengthen communities, and help build a greater Nashville. MDHA offers the opportunity to contribute to impactful development and housing initiatives that serve the Nashville community.

MDHA employs over 300 staff members, has a budget of $215 million, and houses approximately 30,000 people, primarily through nearly 8,000 Section 8 Vouchers and over 6,800 apartments, which are mainly Project-Based Rental Assistance (PBRA) units, at 39 properties. MDHA is a housing authority, a community development agency, and a redevelopment agency.

Position Summary

Under the direction of the Director of Planning & Development-led construction, development, and professional services activities. This role manages the full lifecycle of procurement and contract administration, from solicitation support through contract closeout, while helping ensure compliance with applicable federal, state, local, and agency requirements.

The ideal candidate brings strong public procurement and contract administration experience, preferably in a housing authority, development or redevelopment agency, or other governmental entities. This position is well suited for a detail-oriented professional who can manage multiple contracts, coordinate across departments, and maintain audit-ready records in a deadline-driven setting.

Duties and Responsibilities

Procurement and Solicitation Support

• Coordinate with the Procurement and Contract Management Department on solicitations for Planning & Development-led activities, including RFPs, RFQs, invitations for bids, purchase orders, and contract packages.
• Help develop scopes of work, evaluation criteria, and required contract provisions, including federal, state, and MDHA requirements.
• Support pre-bid, pre-proposal, and pre-construction meetings, bid openings, responses to bidder and proposer questions, and issuance of addenda.
• Support evaluation committees, document selection decisions, and assist with recommendations for award.

Contract Administration

• Coordinate the development, negotiation, and administration of contracts, amendments, task orders, and change orders for contractors, subcontractors, consultants, suppliers, and vendors.
• Monitor contractor, subcontractor, and consultant compliance with contract terms, schedules, scope, and deliverables.
• Track and verify certificates of insurance, performance and payment bonds, licenses, W-9s, and other vendor onboarding and eligibility requirements.
• Verify federal debarment and suspension status through SAM.gov.
• Where certified-payroll monitoring and labor-standards compliance are established as contractual requirements of the contractor, or other vendor, monitor and enforce contractor compliance with those obligations, confirming that required submissions, reviews, reports, and corrective actions are completed.

Financial and Project Documentation

• Review contractors pay applications, including AIA G702/G703 forms, schedules of values, retainage, stored materials, and lien waivers for compliance with contract terms and applicable requirements.
• Review and process change order requests for compliance with contract terms, pricing reasonableness, and required approvals.
• Coordinate with Planning & Development staff and owner representatives to align contract payments and documentation with project funding sources and draw requirements.
• Maintain complete, organized, and audit-ready contract records in contract management and procurement tracking systems.
• Coordinate project closeout meetings and support closeout procedures consistent with contract terms and MDHA procedures.
• Assist with reporting for local, state, and federal agencies, funding partners, and Board materials as needed.

Departmental Support

• Help develop, update, and implement procurement and contracting policies, procedures, and templates.
• Provide guidance and training to staff on contract compliance requirements.
• Work with Procurement and Contract Management, Legal, and consultants to tailor standard AIA, MDHA, and related agreement forms to agency needs.

Knowledge, Skills, and Abilities Required

• Strong knowledge of public procurement and contracting principles, methods, and best practices.
• Knowledge of federal, state, and local laws governing procurement.
• Knowledge of construction contract administration, including AIA documents, pay applications, retainage, change orders, bonds, and insurance.
• Knowledge of Davis-Bacon and Related Acts and prevailing wage requirements, including certified payroll review.
• Ability to communicate procurement requirements clearly in meetings and in writing.
• Strong organizational skills, attention to detail, and the ability to manage multiple contracts and deadlines at once.
• Proficiency with procurement and contract management systems and standard office productivity software.
• Familiarity with electronic labor compliance systems, such as Elation, sufficient to oversee vendor use and review reporting.

Education, Experience & Other Requirements

• Bachelor's degree in public administration, business administration, finance, planning, or a related field, plus five years of progressively responsible experience in public procurement and/or contract administration.
• An equivalent combination of education and experience may be considered.

Preferred Experience

• Experience with a housing authority, development or redevelopment agency, governmental entity.
• Experience administering federally assisted construction contracts.
• Experience with RAD, LIHTC, and/or other HUD-funded development or construction contracts.

Preferred Certifications

• NIGP-CPP, CPPB, CPPO, CCCA, or a related procurement or construction contract certification.