Contract Coordinator

City of Arlington; Arlington (TX); On-site; USD 49,000 - 61,000; Full time

Job summary

City of Arlington seeks a detail-oriented procurement and contract administration professional to coordinate contracts and procurement for municipal construction projects. You will prepare bid specifications, process purchase orders, and maintain essential documentation.

Responsibilities include administering contracts, coordinating consultants and pay apps, and ensuring funds are correctly allocated in Workday and e-Builder.

Qualifications

• Two years of college with coursework in Business, Business Administration, and/or Accounting.
• Plus 3–4 years related experience working in the construction industry.

Responsibilities

• Coordinate the procurement processes and the receipt of proposals/bids according to advertisement requirements and City procurement policies.
• Prepare and administer contracts, pay applications, bid specifications, and related documentation.
• Create purchase orders in Workday and e-Builder; ensure funds are correctly allocated for payments to vendors.
• Maintain project documentation to support successful execution of construction projects.
• Research source documents and compile data for specifications, reports, pay applications, and contracts.
• Provide administrative support for special projects and process improvements as assigned.

Skills

Procurement

Contract administration

Communication

Attention to detail

Microsoft Office

Project coordination

Education

Two years of college (Business/Accounting)

3–4 years construction industry experience

Tools

Workday

e-Builder

Microsoft Office Suite

Job description

SALARY

$48,671.20 - $60,839.00

JOB SUMMARY

Under general supervision, coordinates administrative and technical functions related to construction contracts and procurement processes. Responsibilities include preparation and administration of contracts, coordination of consultant and contractor pay applications, development of bid specifications, processing purchase orders, and maintaining project documentation to support the successful execution of construction projects.

ESSENTIAL JOB FUNCTIONS:

• Write and review contract specifications based on current industry standards; the ability to perform all aspects of the municipal bidding process.
• Thorough knowledge of departmental and organizational policies and procedures and answer questions and disseminate information regarding departmental policies.
• Coordinate the procurement processes and the receipt of proposals/bids according to advertisement requirements and City procurement policies.
• Research source documents and assemble data for specifications, reports, pay applications and contracts.
• Research and maintain field and/or various complete sets of records, correspondences, reports, shop drawings, as-built drawings, specifications, warranties, etc.; and, research, compile and develop reports.
• Create purchase orders in Workday and e-Builder; the ability to work with staff in other departments to ensure project budget amounts are transferred into the correct accounts in Workday and e-Builder to facilitate the processing of purchase orders and payments to vendors.

OTHER JOB FUNCTIONS:

• Other administrative support for special projects and initiatives as assigned.
• Assist with process improvements related to contract administration and procurement.
• Perform other job-related duties as assigned.
• Strong organizational skills with attention to detail and accuracy.

MINIMUM QUALIFICATIONS:

Knowledge, Skills and Abilities Required:

• Knowledge of American Institute of Architects and public works contract requirements, including but not limited to, development, bidding, bid award, implementation, and inspections, punch lists and warranty notices.
• Knowledge of procurement procedures at federal, state, and local governmental levels.
• Knowledge of American Institute of Architects contract software.
• Knowledge of proper English, spelling, and punctuation.
• Ability to receive detailed information through oral communication, and to make fine discrimination with sound.
• Knowledge of office and administrative practices and procedures.
• Proficiency in Microsoft Office Suite and contract/project management systems (e.g., Workday, e-Builder).
• Skill in communicating professionally and tactfully with other city employees and the public by oral and written means.
• Ability to operate a variety of office equipment including but not limited to PC, telephone, calculator, scanner, and copier.
• Ability to perform a variety of physical skills including but not limited to filing, pulling, seeing, sorting, squatting, standing, stooping, twisting body, typing, walking, and writing.
• Ability to provide excellent customer assistance to both internal and external customers.
• Ability to establish and maintain effective working relationships with peers, and management within the city, as well as citizens.
• Ability to work in an indoor environment.
• Ability to work independently under general instructions, with little supervision.
• Ability to plan, organize, monitor, and collaborate with internal and external stakeholders to accomplish unit objectives.

Qualifying Education and Experience:

• Two years’ of college with coursework in Business, Business Administration, and/or Accounting,
• plus 3-4 years related experience working in the construction industry.

Employment Screenings Required:

• Criminal background check

City of Arlington is an Equal Opportunity Employer.