Location: Cleveland,OH, USA
Description JOB SUMMARY Responsible for managing all aspects of proposals and contract lifecycles. Acts as advisor regarding customer specifications and government regulations. Supervises assigned contract administration staff through the contract management lifecycle. Maintains strong working relationships across the department and staff to ensure contracts and related projects are efficient and effective. Provides contract summaries and ensures contract execution in accordance with company policy. Performs other duties of a similar nature as may be required. ESSENTIAL FUNCTIONS - Performs primary contract duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product delivery. Writes specifications for services, repairs and upgrades with input from the appropriate subject matter personnel. - Reviews contract documentation with proper subject matter personnel to ensure that it meets the operational needs of all stakeholders in the project. Organizes, conducts and participates in both formal and informal management reviews of proposal drafts. - Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process. - Generates Requests for Qualifications (RFQ) and Requests for Proposals (RFP) for related professional services. - Recommends the appropriate contract type or contract method for the product or service being procured. - Leads the contract administration group for computerized maintenance management system initiatives. Generates and analyzes reports using the computerized maintenance management system (CMMS) to support contract administration business decisions. Leads initiatives to implement and maintain electronic CMMS workflows to support contract administration efficiencies and compliance. - Develops, implements and maintains contract management policies, procedures and work instructions. Ensures staff is trained on all policies and procedures and reviews work to ensure compliance. Establishes training protocol for staff. - Reviews invoices, statements, work orders and contractor billings to monitor compliance for approval. Reviews modifications, extensions and contract closeout documents for approval. Actively participates to resolve supplier/contractor grievances, claims, etc. - Manages the procurement of outside contractors including developing consultant short lists and RFPs, reviewing contractor proposals and recommending award of consultant contracts. - Maintains pricing and contract templates. Creates new contract templates as needed. - Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage. - Manages contract database entries, keeping current with new contracts that are processed and/or executed. - Manages and establishes plans for contract renewal review process to ensure no gaps in coverage. - Leads the communication process during the review stages of the proposal document. Conducts progress, pre-bid and pre-construction meetings as necessary. - Interfaces with Sewer District departments as necessary to facilitate contract and/or proposal processing and obtain required approvals. - Monitors contractor/supplier performance to ensure requirements are met. Coordinates with appropriate supervisors and/or any relevant municipalities to ensure work conforms to contract requirements and specifications during the contract and prior to payment and closure. Documents any non-conformance; makes recommendations for improvement. - Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and