Cotter Consulting
Contract Administrator
Cotter Consulting, Chicago, Illinois, United States, 60290
OVERALL OBJECTIVE:
Assists the Procurement Team in minimizing risk and maximizing procurement and operational performance by systematically and efficiently managing sourcing, contract execution, and related departmental functions.
JOB COMPLEXITY/SCOPE:
Assists in the preparation of bid documents, sourcing, contracts, reviews, construction contract documents, and assists with the coordination of project close-out.
SUPERVISION:
Receives prioritization and guidance on day-to-day work and general instructions on new assignments. Performs most job functions independently.
JOB DUTIES: Performs the below duties and all other duties as assigned
•Identifies problems and makes recommendations for corrective actions when necessary.
•Assists the Manager of Contract Administration with the preparation of bid packages.
•Assists with issuing Invitation for Bid (IFB's), Request for Qualifications (RFQ) for General Construction Work and Request for Proposals (RFP's).
•Assists with approval process of contractor insurance certificates.
•Assists with the maintenance of contractor insurance expiration dates.
•Assists with, and requests, placement of necessary notices/advertisements in appropriate periodical as required.
•Assists with pre-bid conferences, and bid openings, assists with coordination of site visits and technical review meetings.
•Prepares and reviews the documentation of the evaluation of proposals or pre-qualification submissions for review.
•Prepares correspondence to contractors and consultants regarding pre-qualification status and bid awards for review.
•Reviews contract terms before recommending execution to the Director of Procurement, and supports and manages contract administration throughout the process.
•Creates and reviews agreements with vendors.
•Follows all applicable procurement policies and procedures to ensure compliance.
•Drafts contracts and agreements for procurement of materials, supplies, equipment, professional and nonprofessional services, and complex construction projects.
•Prepares correspondence relating to competitive solicitations and contracts, including addenda, amendments, and award notices for review by Senior Management.
•Reviews all bid submissions for compliance and creates a comparative cost analysis for review by Senior Management.
•Prepares award information and documentation for Senior Management and approval by the Board of Commissioners.
•Prepares Proposed Contract Modifications (PCMs), Request for Contract Modifications (RCM), and Line Item Adjustments (LIC).
•Reviews various documents prior to issuance.
•Monitors various projects for compliance with Task Order/Insurance/Rotation requirements.
•Supports the Manager of Contract Administration in ensuring the audit of the Contracts, M/WBE, Commitments, etc. is complete and accurate.
•Assists in closeout of projects and project documents once all contract changes have been processed.
•Verifies billing/hourly rates with contract requirements.
•Attends meetings as required.
Requirements
QUALIFICATIONS AND REQUIREMENTS:
•Bachelor's degree preferred in related field including Construction Management, Business Administration, Engineering, Architecture, Communications, or equivalent combination of education and experience
•Typically requires 3 to 5 years of experience reading, writing, or interpreting contracts.
•Experience working for or with public entities.
•Must be a proficient user of Microsoft Word.
•Ability to use a computer, the Internet, Adobe Acrobat, word processing, and email software.
REQUIRED COMPETENCIES
Flexibility and Adaptability
•Adjusts to new or changing assignments, processes, and people.
•Demonstrates willingness to listen to other opinions.
•Provides examples of shifting from task to task
Learning Oriented
•Demonstrates grasp of new information and its implications.
•Seeks out and relies on others in areas of own limitations.
•Applies feedback and changes behavior accordingly.
Oral Communications
•Speaks well without preparation.
•Adapts language, tone, structure, and level of detail to the needs of others.
•Maintains a dialogue in difficult situations.
Teamwork
•Identifies and nurtures characteristics of good teamwork.
•Names primary and ancillary members of own team.
•Explains team mission and objectives.
Problem Solving
•Identifies and documents specific problems and resolution alternatives.
•Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.
•Facilitates reconciliation rather than divisiveness among individuals.
Written Communication
•Produces written materials in business- and industry-specific technical language.
•Adapts writing - language, form, style, tone - to different audiences.
•Reviews the written materials of others and provides feedback and coaching.
PHYSICAL AND MENTAL REQUIREMENTS
•Ordinary ambulatory skills sufficient to move throughout the office;
•The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;
•Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;
•Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;
•The ability to talk and hear;
•The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);
•The ability to handle temperature changes consistent with inside environmental conditions; and
•Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.
Job duties that require visiting a construction work site require the following:
•Normal color vision;
•The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;
•The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;
•The ability to stoop, kneel, or crouch;
•The ability to stand for sustained periods of time;
•The ability to work in confined spaces and narrow passageways;
•The ability to work in high places; and
•The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.
Assists the Procurement Team in minimizing risk and maximizing procurement and operational performance by systematically and efficiently managing sourcing, contract execution, and related departmental functions.
JOB COMPLEXITY/SCOPE:
Assists in the preparation of bid documents, sourcing, contracts, reviews, construction contract documents, and assists with the coordination of project close-out.
SUPERVISION:
Receives prioritization and guidance on day-to-day work and general instructions on new assignments. Performs most job functions independently.
JOB DUTIES: Performs the below duties and all other duties as assigned
•Identifies problems and makes recommendations for corrective actions when necessary.
•Assists the Manager of Contract Administration with the preparation of bid packages.
•Assists with issuing Invitation for Bid (IFB's), Request for Qualifications (RFQ) for General Construction Work and Request for Proposals (RFP's).
•Assists with approval process of contractor insurance certificates.
•Assists with the maintenance of contractor insurance expiration dates.
•Assists with, and requests, placement of necessary notices/advertisements in appropriate periodical as required.
•Assists with pre-bid conferences, and bid openings, assists with coordination of site visits and technical review meetings.
•Prepares and reviews the documentation of the evaluation of proposals or pre-qualification submissions for review.
•Prepares correspondence to contractors and consultants regarding pre-qualification status and bid awards for review.
•Reviews contract terms before recommending execution to the Director of Procurement, and supports and manages contract administration throughout the process.
•Creates and reviews agreements with vendors.
•Follows all applicable procurement policies and procedures to ensure compliance.
•Drafts contracts and agreements for procurement of materials, supplies, equipment, professional and nonprofessional services, and complex construction projects.
•Prepares correspondence relating to competitive solicitations and contracts, including addenda, amendments, and award notices for review by Senior Management.
•Reviews all bid submissions for compliance and creates a comparative cost analysis for review by Senior Management.
•Prepares award information and documentation for Senior Management and approval by the Board of Commissioners.
•Prepares Proposed Contract Modifications (PCMs), Request for Contract Modifications (RCM), and Line Item Adjustments (LIC).
•Reviews various documents prior to issuance.
•Monitors various projects for compliance with Task Order/Insurance/Rotation requirements.
•Supports the Manager of Contract Administration in ensuring the audit of the Contracts, M/WBE, Commitments, etc. is complete and accurate.
•Assists in closeout of projects and project documents once all contract changes have been processed.
•Verifies billing/hourly rates with contract requirements.
•Attends meetings as required.
Requirements
QUALIFICATIONS AND REQUIREMENTS:
•Bachelor's degree preferred in related field including Construction Management, Business Administration, Engineering, Architecture, Communications, or equivalent combination of education and experience
•Typically requires 3 to 5 years of experience reading, writing, or interpreting contracts.
•Experience working for or with public entities.
•Must be a proficient user of Microsoft Word.
•Ability to use a computer, the Internet, Adobe Acrobat, word processing, and email software.
REQUIRED COMPETENCIES
Flexibility and Adaptability
•Adjusts to new or changing assignments, processes, and people.
•Demonstrates willingness to listen to other opinions.
•Provides examples of shifting from task to task
Learning Oriented
•Demonstrates grasp of new information and its implications.
•Seeks out and relies on others in areas of own limitations.
•Applies feedback and changes behavior accordingly.
Oral Communications
•Speaks well without preparation.
•Adapts language, tone, structure, and level of detail to the needs of others.
•Maintains a dialogue in difficult situations.
Teamwork
•Identifies and nurtures characteristics of good teamwork.
•Names primary and ancillary members of own team.
•Explains team mission and objectives.
Problem Solving
•Identifies and documents specific problems and resolution alternatives.
•Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.
•Facilitates reconciliation rather than divisiveness among individuals.
Written Communication
•Produces written materials in business- and industry-specific technical language.
•Adapts writing - language, form, style, tone - to different audiences.
•Reviews the written materials of others and provides feedback and coaching.
PHYSICAL AND MENTAL REQUIREMENTS
•Ordinary ambulatory skills sufficient to move throughout the office;
•The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;
•Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;
•Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;
•The ability to talk and hear;
•The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);
•The ability to handle temperature changes consistent with inside environmental conditions; and
•Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.
Job duties that require visiting a construction work site require the following:
•Normal color vision;
•The ability to ascend and descend ladders, stairs, scaffolding, ramps, etc., using feet and legs and/or hands and arms;
•The ability to move across uneven surfaces and the ability to maintain body equilibrium to prevent falling on uneven or slippery surfaces;
•The ability to stoop, kneel, or crouch;
•The ability to stand for sustained periods of time;
•The ability to work in confined spaces and narrow passageways;
•The ability to work in high places; and
•The ability to handle outside environmental conditions including extreme heat, extreme cold, loud noise levels, fumes, odors, dusts, gases, and oils.