Contractor Administrator

City of Cleveland; Ohio; On-site; USD 52,000 - 86,000; Full time

Job summary

The City of Cleveland is seeking a Contract Administrator to oversee the end-to-end contract lifecycle, ensure legal and city standards compliance, and act as the primary liaison with vendors and program partners. The role supports residential rehabilitation and housing initiatives within the Department of Community Development.

Requirements include an associate degree, 3 years in contract-related work, knowledge of applicable laws, and proficiency with Microsoft Office; a bachelor’s degree is

Qualifications

• Associate’s Degree in Business or Public Administration or a related field required.
• Three years of experience in contract compliance, case management, or business administration or related field required.
• Knowledge of federal, state, and local laws related to purchasing, contracts, compliance, and equal employment opportunity preferred.
• Proficiency in Microsoft Office Suites; strong communication and organizational skills beneficial.
• Supervisory experience preferred; valid Ohio driver’s license required.

Responsibilities

• Oversee the creation, execution, and analysis of contracts.
• Serve as primary City contact to ensure timely review and approval of contract modifications.
• Maintain thorough contract records from creation to execution for audits.
• Develop procedures and policies to align contract management with City expectations.
• Liaise with vendors, clients, and partners to manage contract processes.
• Administer contracts supporting residential rehabilitation and housing programs.
• Coordinate contractor onboarding, amendments, renewals, and approvals with internal and external partners.
• Monitor performance and compliance with contractual requirements and program standards.
• Review invoices, work documentation and records to verify contract compliance before payment.
• Maintain contract tracking systems and documentation for reporting and audits.
• Identify issues and propose process improvements to enhance efficiency and compliance.

Skills

Contract administration

Compliance knowledge

Microsoft Office

Driver's license

Supervisory experience

Education

Associate’s Degree in Business or Public Administration or related field

Bachelor’s Degree in Business Administration/Public Administration or related field (preferred)

Tools

Microsoft Office Suite

Job description

Contractor Administrator

City of Cleveland

The City of Cleveland has a proud history as the healthcare capital of the world and the home of manufacturing. It is that ingenuity, grit, and resilience that we share as Clevelanders that will drive the new wave of leadership and innovation in our city. It is time to take our city’s proud heritage to the next level by both investing in homegrown talent and attracting new talent to the city. The City of Cleveland employs over 8,000 people dedicated to public service and we are looking for emerging and experienced leaders to help us move forward. Join us today as we shape our future.

A Vision for Cleveland Community Development

The Department of Community Development envisions a Cleveland where stakeholders are empowered to build the pathway to equity. This vision is realized by creating quality housing and vibrant neighborhoods that serve as the foundation for generational wealth and community prosperity. Under administrative direction, is responsible for effectuating contracts. Establishes operative procedures, reposts forms, and recommends regulations for facilitation of such Program. Meets with bidders and contractors for the purpose of clarifying the requirements of said Program and also for the conducting of pre-award conferences, evaluating "affirmative action" plans by said bidders and contractors assuring full compliance with equal employment opportunity. Oversees the filing of reports by bidders and contractors both prior to and subsequent to the award of contracts containing information as to the employment practices, policies, programs and statistics of the bidders and contractors. Ensures project site reports are completed on a periodic basis to assure continued compliance with contractor commitments made in connection with the Program. Makes recommendations to the Mayor or Director of the using department as to sufficiency of apparent successful bidder's compliance with the Program. In event of non-compliance with contractor commitments made under the Program, recommends sanctions as prescribed by the City's Equal Employment Ordinances. Performs related duties as required. Associate’s Degree in Business or Public Administration or a related field required. Three years of experience in contract compliance, case management, or business administration or a related field required. (Substitution: One year of experience may substitute for each year of college education lacking.) Knowledge of federal, state, and local laws, ordinances, and regulations relating to labor standards, Minority and Female Enterprises, and equal employment opportunity is preferred. Must be proficient in various software applications including Microsoft Office Suites. Supervisory experience is preferred. Valid State of Ohio Driver’s License required.

About CD

The Department of Community Development ("CD" or "the Department" or "we" or "us") is the City’s core unit dedicated to designing and implementing programs that help to improve our neighborhoods, community networks and social structures, reduce and mitigate safety and health risks related to occupied and vacant properties, and coordinating with internal government units and external parties to help address housing shortfalls and homelessness matters. Our mission is to improve the quality of life in the City of Cleveland by strengthening our neighborhoods through successful housing rehabilitation efforts, commercial rehabilitation efforts, new housing construction, homeownership, and community focused human services. As a result, CD is the City’s lead department for implementation of more than $30 million in annual funding received from the U.S. Department of Housing and Urban Development (HUD), including funding for the Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) Program, Emergency Solutions Grant (ESG), and the Housing Opportunities for Persons with AIDS (HOPWA) Program.

CD consists of the following primary operating units (OUs)

• Bureau of Program Operations
• Bureau of Community Programming
• Bureau of Residential Improvement
• Bureau of Enterprise Operations

The above OUs are led by Bureau Chiefs, who report to the Department’s Assistant Directors.

Departmental Duties

The contract administrator oversees the creation, execution, and analysis of contracts within the organization. They ensure that contracts meet legal requirements and align with City goals. This includes negotiating terms, monitoring compliance, and mitigating contract risks.

Key Responsibilities

• Overseeing the entire contract lifecycle, ensuring compliance with legal and city standards.
• Serving as the primary point of contact between the City and third parties to ensure timely review and approval of any contract modifications.
• Maintaining thorough records of all contract documents from creation to execution to support audits, ensure efficiency, and mitigate risk.
• Developing and implementing procedures and policies to ensure contract management aligns with the City’s operational and legal expectations.
• Acting as a liaison between the City and external parties such as vendors, clients, and partners.
• Administer contracts supporting residential rehabilitation and housing-related programs administered by the Bureau of Residential Improvement.
• Coordinate contractor onboarding, contract execution, amendments, and renewals in collaboration with internal departments and external partners.
• Monitor contractor performance, project progress, and compliance with contractual requirements and program standards.
• Review invoices, work documentation, and supporting records to verify contract compliance prior to payment approval.
• Maintain contract tracking systems, records, and documentation to ensure accurate reporting and audit readiness.
• Identify contract administration issues and recommend process improvements to enhance efficiency and compliance.

Additional and Preferred Qualifications

• Bachelor’s Degree in Business Administration, Public Administration, or closely related field preferred.
• Knowledge of Federal, State, and local laws related to purchasing, contracts, and compliance.
• Familiarity with bookkeeping and accounting principles.
• Strong oral and written communication skills.
• Ability to work independently with minimal supervision.
• Proficiency in Microsoft Word, Excel, and PowerPoint.
• Strong interpersonal skills and ability to maintain professional relationships.
• Ability to conduct contract compliance investigations and render informed decisions.
• Strong ethical judgment and commitment to City values and conflict of interest policies.
• Ability to maintain punctual and reliable attendance.

Proof of education and employment references will be required before interview. Employment predicated upon successful completion of criminal record check and drug testing. New hire will be considered a probationary employee for the first 120 days of employment.

The City’s guiding principles are as follows: Placing Clevelanders at the Center, Empowering Employees to Do Purposeful Work, Defining Clear and Pragmatic Objectives, Leading with Trust and Transparency, Striving for Equity in All We Do, and Embracing Change. All City employees are responsible for embracing and carrying out these principles in all that they do.