Contracts Administrator-Construction

Contracts Administrator-Construction Reports to the Director of Purchasing and Contract Administration. Assists in the administration of procurement and contract activities for VRE. Develops contract documents for the procurement of construction, goods, and services (professional and non‑professional) in compliance with federal, state, local and organizational rules, policies and best practices.

SCOPE OF DUTIES

Ensures that all procurement activities comply with applicable laws and regulations, including the Virginia Public Procurement Act and Federal Transit Administration Third Party Contracting Guidance, and satisfy the needs of the organization in an efficient, cost effective and timely manner. Prepares, solicits and evaluates solicitations (RFP’s, IFB’s, RFQ’s, RFI’s,) for construction, professional services and goods and services projects. Manages the creation, review and acceptance of contract documents, with the objective of creating executable agreements within a defined timeframe and in compliance with VRE procurement policies and procedures. Performs pre‑award and post‑award procurement tasks such as conducting bid openings and pre‑bid/pre‑proposal meetings, responding to questions from prospective bidders and offerors, tabulating bids, facilitating technical evaluation meetings, conducting negotiations, preparing contract amendments, managing task orders, assisting in the resolution of contractual disputes, and managing the contract closeout process. Collaborates closely with Project Managers to develop Independent Cost Estimates, Statements of Work, specifications, procurement justifications, evaluation criteria, and other required documentation necessary to assemble a complete solicitation package. Monitors contractor compliance with contract requirements, to include prompt payment to subcontractors, Buy America and Build America, Buy America provisions, and the Davis‑Bacon Act, as applicable. Oversees the management of contract files and procurement reports. Interacts with management, staff, vendors, and contractors to obtain information, get direction and solve problems. Maintains procurement reports (i.e. subcontractor utilization; insurance requirements; prompt payment; license and certification requirements). Processes purchase requisitions, purchase orders, and contracts utilizing Enterprise Resource Planning (EFP) software. Develops modifications to contracting processes and procedures to make the Purchasing and Contract Administration Office more efficient and responsive to Department needs. Participates in special VRE transit events (i.e. Meet the Management, Santa Trains, Customer Opinion Survey, and Master Agreement Survey). Performs other duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of federal and state contracting laws and practices, particularly those applicable to transit systems. Excellent reading comprehension as well as written and oral communication skills. Excellent judgement and decision‑making skills. Ability to interpret complex requirements; recommend and implement policies and procedures. Knowledge of public procurement policies and procedures. Knowledge of customer service principles. Ability to manage multiple projects simultaneously. Ability to work independently. Ability to work effectively with staff in a service‑oriented operations environment. Ability to develop, review and organize procurement and contract documents. Ability to conduct final review of contracts. Ability to accurately organize and maintain electronic files. Ability to maintain the confidentiality of information and professional boundaries. Ability to organize, prioritize and perform time sensitive tasks.

MINIMUM QUALIFICATIONS

Bachelor’s degree in business, contract administration or a relevant field and at least three years of progressively responsible experience in contracting and procurement or an equivalent combination of experience and education is required. Public sector procurement and contract administration experience is preferred, particularly in the areas of construction, construction management and engineering services. Virginia Contracting Associate Officer (VCA), Virginia Contracting Officer (VCO), Certified Professional Public Buyer (CPPB) or equivalent certification. Working Conditions/Environment This work requires the occasional exertion of up to 20 pounds of force; work frequently sitting, speaking, or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing, or balancing, stooping, kneeling, crouching, or crawling, reaching with hands and arms, and pushing or pulling. Work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately, loudly, or quickly. Hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound. Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using measuring devices, operating motor vehicles or equipment and observing general surroundings and activities. Work occasionally requires working near moving mechanical parts, working in high, precarious places, exposure to fumes or airborne particles, exposure to toxic or caustic chemicals, and exposure to outdoor weather conditions. Work is generally in a moderately noisy location (e.g., business office, light traffic).

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The essential duties and responsibilities listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.
• The statements in this job description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this position. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.
• VRE is an Equal Opportunity Employer and prohibits discrimination and harassment of any kind. VRE is committed to the principle of equal employment opportunities for all employees and to providing employees with a work environment free of discrimination and harassment.

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