SENIOR CONTRACT ADMINISTRATOR

City of Vero Beach; Vero Beach (FL); On-site; USD 60,000 - 90,000; Full time

Job summary

City of Vero Beach is seeking a qualified procurement professional to manage the bidding process, evaluate bids, and administer contracts for goods and services in a timely and compliant manner.

The role includes overseeing RFPs and Invitations to Bid, ensuring adherence to specifications, terms, and insurance requirements, and coordinating with departments and vendors to resolve issues and improve procurement practices.

Qualifications

• Bachelor’s degree in Business or Public Administration or related field plus 4 years procurement/contract administration experience; or 7 years experience as Contract Administrator.
• Master’s Degree may substitute for 1 year of required experience.

Responsibilities

• Develops, compiles and distributes documents related to bidding process ( Invitations to Bid, RFPs, quotes, specifications, addenda).
• Chairs evaluation committees, reviews bids for compliance and responsiveness, recommends and executes awards.
• Develops and manages annual contracts; monitors performance and renewals; addresses vendor deficiencies.
• Reviews bids for completeness, compliance, pricing, insurance coverage and bonding.
• Executes and maintains contracts; resolves issues from bids and proposals with departments/vendors.

Skills

Procurement & contract administration

Contract law

Vendor management

Public procurement regulations

Communication

Problem solving

Bid analysis

Negotiation

Education

Bachelor’s degree in Business or Public Administration or related field

Master’s degree substitution for one year of experience

Tools

Purchasing software

Bid analysis tools

Job description

Under general supervision, performs a variety of complex administrative duties associated with the process of soliciting and contracting for the acquisition of goods and services including bids, specifications, and post-award monitoring to ensure compliance with contractual terms and conditions; and performs related duties as assigned.

The following duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed.

• Develops, compiles and distributes documents relating to project bidding process including invitations to bid, informal and formal sealed bids and proposals, quotes, contract specifications and addenda.
• Administers solicitation conferences; chairs evaluation committee to evaluate responses to Requests for Proposal; reviews and analyzes bids for responsiveness, prices, terms, conditions and adherence to specifications; determines prospective contractor responsibility; recommends and executes award on Invitations For Bid and Requests for Proposal.
• Develops and manages annual contracts, including analysis, evaluation, and approval of contractor change orders, contract amendments, assignments, and other contract documents, monitoring and evaluating contractor performance, contract renewals and addressing vendor/contractor deficiencies.
• Reviews bids for completeness, compliance with submission requirements, mathematical accuracy and required insurance coverage and bonding.
• Examines requisitions, develops bid and proposal packages, writes specifications for materials, supplies, services and equipment, analyzes bid tabulations, compares bids with specifications to determine lowest and best bidder, and develops award recommendations.
• Executes and maintains long and short-term contracts and monitors performance to ensure compliance with contractual terms and conditions including insurance and bonding.
• Troubleshoots and resolves problems that may arise from bids, proposals, quotes, contracts, or concerns expressed by departments and/or vendors.
• Consults with department personnel on variety procurement needs.

Managerial/technical/professional

• Considerable knowledge of City Code, manuals, procedures and fiscal policy related to contract administration and purchase of goods and services.
• Considerable knowledge of local, state and federal laws and regulations governing the purchase of goods and services by governmental entities.
• Considerable knowledge of purchasing principles and practices including contract law and contract administration principles and practices.
• Considerable knowledge of sources of supply, markets and price trends.
• Knowledge of computer hardware and software pertinent to purchasing and warehousing operations.
• Problem Solving:
• Skill in analyzing problems, identifying alternative solutions, projecting consequences of proposed actions, and implementing recommendations in support of goals.
• Skill in researching, evaluating, and using new methods, products and techniques for operational improvements.
• Ability to interpret oral, written, technical information and data dealing with complex variables to identify, analyze and solve problems of considerable difficulty.

Communication

• Skill in applying appropriate public relations techniques as situations warrant and in forming cooperative relationships with others whom do not have a direct reporting relationship.
• Ability to establish and maintain effective working relationships with officials, vendors, department directors, employees and the general public.
• Ability to express ideas clearly when providing oral and written reports and recommendations on administrative, financial, and technical issues.

OTHER JOB CHARACTERISTICS

• May work extended hours including nights and weekends as a professional employee reporting to the Manager, Purchasing.

Education/Experience

Graduation from an accredited college or university with a Bachelor’s Degree in Business or Public Administration or related field and four (4) years of procurement and contract administration experience; or seven (7) years of experience as a Contract Administrator. May substitute two (2) years of the required experience if you have a nationally recognized Certification e.g. CPP, CPPB or CPO.Master’s Degree in Accounting, Finance, Business Administration, or closely related area may substitute for one (1) year of the required experience.

Licenses/Certification

Possession of a valid Florida Driver’s License.