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Contract Administration Manager

2 months ago

Cleveland, Ohio, United States Northeast Ohio Regional Sewer District Full time
Job Summary

We are seeking a highly skilled Contract Administration Manager to join our team at the Northeast Ohio Regional Sewer District. The successful candidate will be responsible for managing the contract administration process for the procurement and execution of contracts for equipment, materials, supplies, and services that support Operation & Maintenance (O&M) and other departments throughout the District.

Key Responsibilities
  • Oversee contract administrators that support operations in developing and managing contract and procurement initiatives for goods and services and ensure proper execution of procedures throughout the life cycle of these contracts.
  • Responsible for the creation and maintenance of policies, procedures, and workflows used to facilitate the procurement and contract administration process.
  • Responsible for the contract administration process from proposal creation to collaboration with others in negotiating terms and conditions of contracts. Presents and explains contract conditions and details to relevant involved internal departments, external stakeholders, and assists the appropriate Director with contract recommendations to the Board of Trustees for approval.
  • Manage procurement processes, timelines, and budgets to ensure that contracts and services for budget centers are uninterrupted.
  • Ensure that proper documentation of receipt of goods and services is accomplished consistently to support Purchasing for payment, and that costs are applied to appropriate assets in the Computerized Maintenance Management System (CMMS).
  • Collaborate with Purchasing on contract proposals and procurement initiatives.
  • Work with Legal, Purchasing, and all relevant involved teams to ensure contracts are following internal and external policies and procedures.
  • Maintain current contracts, update existing contracts when legal changes are made, or policy changes are implemented.
  • Monitor all contract deadlines and conditions to ensure timelines are kept and all relevant payments or information has been met.
  • Work with staff to monitor contract expenditures and inform management of potential cost overages.
  • Work with Contract Compliance when issues arise with contractors or suppliers.
  • Review and as necessary prepare high-level summary documents, including Resolution Requests for the Board of Trustees, contract history, recommendations, and proposed outcomes.
  • Provide guidance and oversight of budget as it relates to contracts.
  • Lead continuous improvement projects on procurement and plant warranty processes and procedures.
  • Evaluate current resource capabilities and capacities against existing workloads and project these conditions into the future to determine appropriate resources and skill levels required to meet the department's annual work plan and objectives.
  • Evaluate and appraise the performance of employees by setting up standards of performance, in accordance with the District's performance management system and checking work in process.
Requirements
  • Candidate must possess a Bachelor's degree, preferably in Purchasing, Supply Management, Finance, Business Administration, Business Management, or a closely related field.
  • Candidate must possess five (5) years of experience in contract management and/or procurement. Experience must include two (2) years of supervising, managing, and/or leading people, projects, and/or processes.
Preferred Qualifications
  • Candidate must possess knowledge of principles and practices of purchasing and contract management and administration. Strong knowledge of inventory planning, forecasting techniques, as well as systems and warehouse management.
  • Candidate must possess inquisitive, detail-oriented, strong analytical skills, and an ability to problem solve is required. Strong oral and written communication skills, as well as excellent interpersonal skills, are required.
  • Candidate must possess the ability to effectively manage multiple tasks and assignments in a fast-paced work environment. Written, verbal, and presentation skills are necessary to be effective. Proficiency with Microsoft Office software, including Excel, Word, and Access, and PowerPoint, is required.
Physical and Mental Requirements

While performing the essential functions of this position, the employee must be able to compare, compile, compute, analyze, copy, coordinate, and negotiate. Ability to communicate while exhibiting strong interpersonal skills is required. Physical work will need to be performed, such as fingering, hearing, feeling, and talking. This position requires heavy computer knowledge and ability. Ability to lift up to 10 lbs. on an occasional basis. Position will require visual demands of near acuity, depth perception, color vision, accommodation, and far acuity. The position is accomplished in an office environment.