Shire Jobs

Description Contract Administrator I JOB SUMMARY Supports the Contract Administration team with contract proposal preparation, contract and supplier negotiations including terms and conditions, administration of major contracts, supplier management and collaboration with other departments while adhering to Sewer District contracting standards. Maintains the contract database and associated files, including renewals in conformance with appropriate standards, policies, procedures and applications. Responsible for the execution of work orders, requisitions and receiving processes. Performs other duties of a similar nature as may be required. ESSENTIAL FUNCTIONS Contract Bid Process Responsibilities - Follows and executes the contract bid and quote process, including preparation of bid packages. Generates contract/change review documentation. Reviews customer specifications and government regulations. - Organizes and participates in both formal and informal reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project. - Assembles accurate contract asset lists and official contract/correspondence files. - Collects and assembles templates and procedural documentation to support the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors. - Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process. - Assists with generating requests for qualifications and Requests for Proposals for related professional services. Interfaces with Sewer District departments as necessary to assist with contract and/or proposal processing and to obtain required approvals. - Participates in the communication process during the review stages of the proposal document. Attends progress, pre-bid and pre-construction meetings. Contract Administration - Responsible for the execution and review of invoices, work orders, requisitions, receiving processes, statements and contractor billings during the contract and prior to payment and closure. Resolves discrepancies with inaccurate and/or overdue invoices. - Assists in the development and maintenance of contract management instruction policies, procedures and work instructions. Reviews documentation with proper personnel to ensure that it meets Sewer District needs. - Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage. - Maintains contract database entries, keeping current with new contracts that are processed and/or executed. Assist with contract renewal review process to ensure no gaps in coverage. - Generates reports in Sewer District databases to assist with overall contract administration. Contractor Oversite Responsibilities - Manages dispatching of contractors to perform services in a timely and accurate manner to meet the needs of the Sewer District. - Monitors contractor performance to ensure work conforms to contract requirements and specifications through verifying with filed staff and/or performing field verification. - Coordinates with appropriate supervisors and/or any relevant municipalities to resolve any discrepancies identified with contractor work performed. Documents any non-conformance and makes recommendations for improvement. - Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance. - Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support. - Performs other duties of