Construction Contracts Administrator

Chesterfield County Public Schools; United States; On-site; USD 74,000 - 126,000; Full time

Job summary

Chesterfield County Public Schools seeks a seasoned procurement and contract administrator to oversee planning, design, and construction contracts for capital projects. The role coordinates RFPs, IFBs, and RFQs, ensures compliance, and supports project managers from initiation to close-out.

You will review proposals, manage contracts, and assist with budgeting and reporting, working with architects and vendors in a professional, busy environment.

Qualifications

• Bachelor’s degree preferred in business, facilities, construction, architecture or related field.
• Five years of government contract administration experience preferred.
• Certifications such as CPCM/CCCA/VCCO or equivalent preferred.
• Valid Virginia driver’s license.
• Background checks and screenings required.

Responsibilities

• Assembles RFPs/IFBs/RFQs for professional services and construction-related items.
• Coordinates with multiple departments to ensure procurement compliance and contract review.
• Assist with bid evaluations, awards, and contract close-out processes.
• Monitors consultants/vendors for contract compliance and reports findings.
• Maintains organized files and supports project managers through delivery and close-out.

Skills

Contract negotiation

Budgeting

Public sector procurement

Vendor management

Analytical thinking

Communication

Computer skills

Education

Bachelor's degree in business, facilities management, construction management, architecture, engineering technology

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Access

Microsoft Project

Adobe applications

Google Drive

Microsoft Teams

Job description

General Description

Under general supervision, responsible for developing processes and procedures to ensure professional, effective and timely administration of planning, design, construction, maintenance/repairs, and professional services contracts for capital improvement, replacement and maintenance projects; supports the County’s procurement process by developing and recommending changes to proposal and bid documents and creating scope(s) of work for various projects; responsible for management of select planning, design and construction projects. Performs related work as required.

Job Description

Essential Job Functions

Works with the Construction Department, Facilities Department and County Procurement to assemble Requests for Proposals (RFP’s), Invitations for Bid (IFB’s), Requests for Quotes (RFQ’s), etc. for professional planning, design, maintenance, Furniture, Fixtures and Equipment and construction-related services. Coordinates with CCPS Departments, County Procurement, Risk Management and County Attorney’s Office to ensure compliance with procurement law and County policies for various types of facility and construction-related items. Assists with the evaluation of bids, proposals and quotes for compliance with scopes, specifications and terms. Makes recommendations for award and ensures that contracts are timely and properly reviewed, awarded and executed in an open and transparent manner. Assists with monitoring and managing consultants and vendors’ compliance with contract specifics. Reports findings to the Director of Construction. Assists with monitoring and managing Construction and Facilities Departments compliance with contract specifics. This specifically applies to the construction documentation process, change order process, project and contract close-out processes, warranty tracking and dispute resolution. Reports findings to the Director of Construction. Reviews and provides timely comments on the substance, accuracy and legal compliance of Purchase Order, Change Order, and related document requests. Advises the Director of Construction and the Director of Facilities on assertions of any party regarding District’s actions or inactions related to contracts, and provides information and recommendations to appropriately respond to any such assertions. Work with Construction Project Managers to ensure that projects advance in accordance with approved schedule(s), that invoices are submitted and processed appropriately, and assists with the Project Manager’s timely and effective contract-closing activities as needed. Support the Construction Project Manager’s timely review of project deliverables for compliance with scope, terms and specifications. Assist Project Managers with the inventory of capital assets that are procured for each project and work with the County Accounting Department to develop and maintain accurate records. Attends and leads meetings as required. Maintains detailed, organized and accessible paper and electronic files. Performs other duties as assigned.

Budgetary Responsibility

Assists the Director in ensuring that all projects remain within budget.

Report Preparation

Develops presentations, analyses and reports at the request of the Director.

Equipment Operation

Computer and general office equipment.

Contacts

Architects; Engineers; Contractors; other vendors; District and school personnel; CCPS Budget Department; and County Procurement, County Risk Management, County Accounting, and County Attorney.

Work Direction/Supervision

Provides work direction to individuals assigned to projects, or as assigned by Director.

Decision Making

High-level of independent decision making required. Director’s approval required as deemed necessary.

Formal Policy-Setting Responsibilities

Advises and assists the Director in establishing protocols and procedures.

Physical Demands

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to use a telephone, to enter data into a computer terminal; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal indoor levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly; physical agility to bend, stoop, sit on the floor, climb stairs, walk and reach overhead.

Work Environment

While performing the duties of this position, the employee regularly works in an office environment. The noise level in the work environment is quiet. Other duties of this position require working outdoors in various weather and lighting conditions.

Qualifications

Considerable knowledge of the laws, practices and applicable procedures used in governmental contract management and procurement for public K-12 schools; considerable knowledge of the principles and methods of accounting; experience in construction management; ability to deal effectively and courteously with vendors and employees; ability to provide training. The position also requires the ability to communicate effectively orally and in writing and to develop and maintain effective and collaborative working relationships with internal and external clients and vendors. Skill related to negotiating, analyzing and evaluating complex issues, making sound judgments, proposing viable solutions and courses of action, establishing priorities and writing and interpreting contractual agreements are also required. Candidates must possess the ability to operate a computer/laptop and related software (Microsoft Word, Excel, Power Point, Access and Project, Adobe applications), cloud-based platforms (ie. Google Drive and Microsoft Teams), and familiarity with other project-related production and design platforms.

Additional Job Requirements

• Bachelor’s degree in business, facilities management, construction management, architecture, engineering technology or a related field preferred.
• Five years of related work experience in government contract administration, Certified Professional Contracts Manager (CPCM), Certified Construction Contract Administrator (CCCA), Virginia Construction Contracting Officer (VCCO) or other applicable certification in Contract Administration is preferred.
• Job-related experience that provides the candidate the necessary knowledge, skill, and abilities to be able to perform the functions of the position proficiently, will be considered in lieu of the degree.
• Valid VA Driver’s License.
• May requires off‑hour on‑call availability.
• The candidate must submit to a personal credit check and have no judgements or other negative credit report.
• Applicants considered for employment must successfully complete the following background investigations/tests: Federal Bureau of Investigation (FBI) Criminal History Investigation State Police Criminal History Investigation Child Protective Services (CPS) Investigation Tuberculosis Screening/Test

Compensation

$73,934.97 - $125,700.37

Hours Per Day 8 Days Per Year 260

Benefits

Chesterfield County Public Schools offers a wide variety of benefits to employees. Benefit offerings may differ based upon full‑time and part‑time employee status. To learn more details, visit our benefits page.

Equal Employment Opportunities

Chesterfield County Public Schools assures Equal Employment Opportunities for employees as required by Federal and State Orders and Laws. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential tasks.

Position Statement

This job description is intended to accurately reflect the position activities and requirements. However, administration reserves the right to modify, add, or remove duties and assign other duties as necessary. It is not intended to be and should not be construed as an all‑inclusive list of all the responsibilities, skills, or working conditions associated with the position and does not imply an employment contract.

About the Division

As one of the largest and most innovative school divisions in the nation, Chesterfield County Public Schools is committed to creating a better tomorrow through authentic and captivating learning experiences. With work guided by the values of equity, integrity, teamwork and ingenuity, we believe that a better tomorrow is created one student at a time. Through our strategic plan, Imagine Tomorrow, our focus is to create an infinite learner mindset while encouraging students and staff to exemplify personal responsibility and supportive relationships. We think our schools are pretty amazing, but we aren’t the only ones. Our award‑winning school division – which includes six National Blue Ribbon Schools, seven National Title I Distinguished Schools and six Middle Schools to Watch – is often cited as the reason people choose to live and work here. Educators from outside of our school division routinely visit our nationally‑recognized schools to learn more about what we are doing, how we are doing it and why we are doing it. Our outstanding teachers, support staff members and leaders are top‑notch educators whom others seek to emulate, and quite simply – we would like for you to consider joining us. You have a choice to make, and we would like for you to choose Chesterfield.