Contract Administrator

2 months ago

New Orleans, United States Housing Authority of New Orleans Full time
Job DescriptionJob DescriptionSUMMARY

Reporting to the Procurement Manager, the Contract Administrator performs duties relative to ensuring contracts are properly administered and compliance on the part of all Contract Monitors and contractors and subcontractors who have contracts or agreements to render any services or to supply products to HANO departments or users. The incumbent is also responsible for managing the contract database and all associated files. Duties include assisting with contract development, administration, tracking, and analysis, as well as communication of supplier performance and contract compliance. The incumbent shall provide technical assistance with development of contracts for tangible goods, technical and professional services and construction projects. Incumbent must be proficient in contract development, contract standards and language. Coordinates with all levels of management to gather, analyze, summarize, and prepare recommendations on sourcing strategies, practices and procedures. Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution, and customer support. As directed, provide assistance in procurement for high-value and/or high-risk projects and other areas as directed and/or required by the Procurement Manager.


ESSENTIAL DUTIES AND RESPONSIBILITIES

The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required. Other duties may be assigned.

  • Develops and implements procedures to ensure and document overall contract administration.
  • Ensures all departments responsible for contract administration are in compliance by providing training to designated Contract Monitors, Department Directors, and other staff on required contract administration procedures.
  • Interprets Federal, State and Local laws, rules and regulations as they relate to agency policies and procedures; evaluates these requirements and recommends/implements changes in agency procurement and contract administration procedures as needed.
  • Organizes, maintains and electronically tracks all contracts and related documents.
  • Develops and/or maintains terms and conditions for purchasing agreements and contracts.
  • Seeks advice from the Legal Department when appropriate and provides documentation and interpretation of contractual rights and obligations internally and externally to ensure due diligence and contract compliance.
  • Provides technical assistance to program personnel in preparation of solicitations and contract agreements.
  • Assesses tracks and identifies agency needs for long term contracts including specification, acquisition, maintenance, and support requirements.
  • Serves as the authorized point of contact and subject matter expert for contractual matters.
  • Reviews modifications, extensions and contract closeout documents.
  • Monitors vendor performance and make recommendations for improvement when appropriate.
  • Prepares and distributes reports and statistical data to facilitate planning and maintenance of accurate contract records and files.
  • Conducts regular reviews of contracts to ensure suppliers, contractors and professional service providers meet defined requirements, goals and targets.
  • Leads in aspects of supplier negotiations, including contract terms, pricing, price re-determinations, and performance management.
  • Conducts site visits to determine contract compliance.
  • Coordinates with Contract Monitors, officials, and other personnel to resolve contract problems.
  • Maintains records, prepares reports and/or correspondence relative to contracts and/or grants communications.
  • Reviews required progress reports, completion reports and work progress from Contract Monitors, Program Managers, and Contractors.
  • Reviews reports and records to ensure costs claimed are allowable and to ensure contract is on schedule.
  • Prepares Requests for Proposals (RFP) and Invitations for Bids (IFB) for professional services and construction.
  • Plans, organizes and conducts meetings to inform agency personnel and proposed respondents on procurement and contracting rules, regulations, policies and procedures.
  • Obtains and reviews performance evaluations after completion of a project for compliance with statutory and regulatory requirements within established time limits.



Education and/or Experience

Successful candidate must have a Bachelor’s degree in contract administration, public administration, business management/administration or related field. A minimum of three (3) years of related procurement/contract compliance work experience comparable to the duties as described above. HUD experience is preferred.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

EEO POLICY STATEMENT

HANO provides equal employment opportunity to all individuals regardless of race, color, ancestry, national origin, gender, sexual orientation, marital status, religion, age, religion, physical or mental disability, sex (including pregnancy, childbirth, or related medical conditions), gender identity, or gender expression results of genetic testing, or service in the military or veteran status or any other status protected under applicable federal, state or local law. Discrimination of any type will not be tolerated.

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