Contract Administrator II
The Facilities Finance and Administrative Services (FFAS) department, embedded within Facilities, is responsible for providing shared services to all Facilities clients as well as the broader University community. As part of FFAS, the Facilities Procurement Office (FPO) provides support for the procurement of all design, construction and related services. The Contract Administrator reports to the Manager, FPO, who is a direct report of the Director, FPO. This is a benefits eligible, 3-year term position.
Contract Administrator II
Job ID: 2021-12581
# of Openings: 1
Category: Financial Services and Procurement
Reporting to the Manager, Facilities Procurement Office, the Contract Administrator promotes a high degree of professionalism in cradle-to-grave (source-to-pay) procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives and ensuring compliance with policies and procedures. The Contract Administrator collaborates with Facilities stakeholders in assigned categories to ensure basic ordering agreements, requisitions, release orders, contracts and payments are transacted efficiently and effectively. The portfolio of a Contract Administrator consists of a mix of design services contracts, construction contracts and other types of contracts.
- Develops and executes sourcing events such as Requests for Bids (RFB’s) and Requests for Proposals (RFP’s) for assigned portfolio of design, construction and related contract agreements utilizing various data (previous spend, previous supplier performance, etc.), market information and operational objectives to deliver long-term value. This includes authoring category strategy documents, obtaining key stakeholder buy-in and providing regular progress updates.Manages supplier relationships, including regular review of supplier performance, contract compliance, and pricing. Leads internal, multi-disciplined Facilities prequalification teams for strategic construction services.Facilitates competitive bidding events, promoting utilization of online bidding technology. This includes reviewing and ensuring scope of work and project description documents support a competitive selection process, developing selection criteria in addition to price, promoting supplier diversity, creating thorough solicitation documents, leading preproposal meetings, analyzing proposals, creating detailed bid/proposal comparison documents for selection team members, leading supplier negotiations, and being a significant contributor in supplier selection.Negotiates price, rates, details, terms and conditions for all contracts in assigned portfolio.Creates and executes basic ordering agreements and fixed fee/price, time-and-material, and hourly not-to-exceed types of contracts according to Facilities and University policy. Manage assigned portfolio of basic ordering agreements and contracts to ensure suppliers meet the current and future needs of Facilities and the University.
- Analyzes contract changes to ensure compliance with contract terms and conditions, and creates resulting change order and amendment documents.Provides guidance to Facilities stakeholders in all contract matters including contract requirements, contract interpretations, and dispute resolution.Reviews all invoices for contract compliance prior to payment.Coordinates all aspects of the contract closeout process.
- Leads training sessions to provide guidance to Facilities’ stakeholders regarding detailed procedures and broader concepts for sourcing and procurement.Serves as procurement subject matter expert for Facilities and University stakeholders.Provides leadership in support of Facilities and University strategic initiatives including business and technology process improvement, supplier diversity, and sustainability.
- Bachelor’s Degree in business or relevant discipline or 5 - 7 years in procurement, contract administration or relevant supply management or business position.Demonstrated excellent written and oral communication skills.Ability to collaborate with multiple departments.Experience with contracts and ability to apply legal terms and conditions.Ability to manage a portfolio of contracts.Analytical skills necessary to drive process improvements.Strong negotiation skills.Ability to manage multiple priorities.Excellent skills with Microsoft Office (Excel, Word, PowerPoint)Experience with electronic sourcing and procurement tools.