Contract Management Administrator (Administrative Supervisor)

Job Description

Job Description

Overview

The Facilities Management Division is looking for highly qualified Contract Management Administrator. The Contract Management Administrator position provides administrative oversight of the divisions term contracts ($20+ million), procurement ($17+million), and credit card purchases ($2.5+ million). This position is also responsible for overseeing the work of one Senior Contract Administrator and two Contract Administrators. In return, we offer stability with excellent benefits, including membership in the State of Florida Retirement System.

Facilities Management Division prides itself on providing outstanding customer service through teamwork, innovation and the development of positive relationships with our customers and teammates. Our mission is to provide safe, sustainable, and well-maintained facilities and services through high standards of integrity, professionalism, and ethics.

We are committed to providing a work culture that emphasizes mutual respect, trust, career development, and a collaborative work environment that recognizes individual achievements.

General Functions

This is a responsible supervisory and/or administrator position involving supervising section staff on contracts and procurements or coordinating an administrative function depending on the assigned area. Advises and trains staff as well as assigning and reviewing work for accuracy and completeness.

Work is performed with considerable independence under the general supervision of the Division Manager or Assistant Manager as assigned.

Representative Duties

Duties may vary based on area of assignment. The following are representative duties, it is not the intent to capture all duties performed by this classification. Performs other related duties as assigned.

· Supervises the contract and procurement work of Administration staff and ensures its accuracy and completeness.

· Reviews and approves scope of services for the term contracts to include Invitation to Bid (IFB's), Requests for Proposals (RFP's), and Requests for Qualifications (RFQ's).

· Reviews and approves technical evaluations for award of term contracts.

· Provides support and guidance to Facilities Management staff to address vendor/contractor performance issues and to resolve procurement-related issues including contract provisions interpretation and clarification.

· Reviews and approves sole source, emergency procurements, purchase orders, change orders, to ensure requests meet procurement guidelines.

· Reviews monthly credit card purchases to ensure purchases made meet procurement guidelines.

· Assists with annual budget process including preparing estimates of term contract expenditures.

· Performs other related duties as assigned.

Minimum Qualifications

Graduation from an accredited institution with a Bachelor's degree in Business, Accounting or closely related field and five (5) years of experience in contract administration, negotiation and/or purchasing. An equivalent combination of relevant education and experience may be substituted on a year for year basis.

Preferences

· Experience in City, County, or Government Contract Administration

· Experience in development of Invitation for Bids (IFB) and Request for Proposals (RFP).

· Three (3) years of supervisory experience.

· Excellent verbal and written communication skills.

· Strong knowledge of Computerized Maintenance Management System (CMMS).

· Excellent customer service skills and ability to work in a team environment.

· Ability to work flexible hours and after-hours due to operational requirements.

· Certified Public Procurement Official (CPPO)

· Certified Professional Public Buyer (CPPB)

· Certified Purchasing Manager (C.P.M.)

· Certified Federal Contracts Manager (CFCM)

· Certified Professional in Supply Management (CPSM)

Employee Benefits:

· Medical, Dental, and Vision Insurance offered

· Telecommuting

· Flexible Spending Account and Health Savings Account options

· Short Term Disability, Long Term Disability and Life Insurance

· FRS (Florida Retirement System)

· 457 Retirement Savings

· Paid Time Off that Accrues with Years of Service.

NOTE:

All applicants selected for hire in the Administrative Services Department must successfully complete a Criminal History and Background check.

Standard work hours are Monday thru Friday 8:00 a.m. to 5:00 p.m. Work hours may vary including, weekends, after-hours, and post hurricane response due to operational needs.

This position is subject to assignment at any Facilities Management location due to project, task, or operational requirements.