Contract Administrator

Compensation

Offer Range: $81,910.40 - $99,112.00

Exempt/Non-Exempt: Exempt

Benefits: Yes

Employment Type: Full Time

Department: Purchasing

Job Statement

Under the general supervision of the Purchasing Supervisor, designs, installs, operates, maintains and improves systems for purchasing materials, supplies, parts and equipment in one or more of the assigned categories of Natural Gas, Water, Electric, Fiber and common support.  Assignments will conform with established policies and procedures.

Essential Duties

1. Administer the purchase of materials, supplies, services, and major equipment, including additional or replacement vehicles, utility-specific materials (water, gas, fiber, electric), office supplies and other operational items.


2. Interpreting and applying State Bid Laws, specifically Title 41 for Competitive Bid Law and Title 39 for Public Works, as well as Federal Acquisition Regulations (FAR) related to Federal Emergency Management Administration (FEMA) reimbursements and other applicable local City, State and Federal procurement regulations. Ensures full compliance with Huntsville Utilities policies, standards and procedures.


3. Consults with requisitioning and/or purchasing personnel to develop and clarify specifications and/or scopes of work, ensuring standardized specifications are developed and implemented whenever possible. Coordinates with multiple departments to ensure scopes align with operational needs.


4. Ensures that specifications, work orders, blueprints and all supporting technical details required for procurement are complete, accurate, and consistent prior bid distribution.


5. Ensures that the Purchasing Department actively seeks new sources of supply and evaluates their reliability through supplier discussions, technical data review, buyer guides, demonstrations and other research.  Makes vendor recommendations based on findings and maintains awareness of vendor performance.


6. Works with Purchasing leadership to promote, expand, and support vendor diversity, including outreach and participation tracking.


7. Assist Purchasing leadership in providing annual company-wide training on the Purchasing policies, standards and procedures in accordance with Alabama state law.


8. Works closely with project owners to ensure all steps of the RACI Matrix are completed and contracts are initiated, administered, monitored, and closed efficiently and accurately. Coordinates and communicates deliverables with project schedules and milestones.

Additional Duties

1. Assist Purchasing Supervisor with internal and external audits relating to bid processes, contract documentation, compliance requirements, and procurement practices.


2. Collaborates with Legal Department on contract review, insurance and bonding requirements, terms and conditions, risk identification, and recommended contract language modifications, etc.


3. Understanding assigned contract scope of work and terms to identify and manage changes to the contract baseline, including amendments, extensions, renewals, and change orders.


4. Monitors and maintains current information on market and labor trends, commodity prices, utility industry materials, and available supply sources to support timely and economical levels consistent with conditions existing at order placement and covering schedule periods.


5. Assist in preparing progress reports, summaries, standard operating procedures, user instructions, and other documentation related to purchasing and contract administration activities.


6. Assists the Purchasing Department and Supervisor in developing competitive bid lists for items and services to maintain a competitive environment while adhering to Purchasing Policies, Standards and Procedures. Supports contract lifecycle management activities as assigned.


7. Conduct proposal preparation, contract negotiation, contract administration, and customer communication activities to ensure proper contract acquisition, performance monitoring, and fulfillment in accordance with company policies, legal requirements, and customer specifications.


8. Recommends improvements in business systems, ERP applications, contract management tools, and workflows affecting purchasing, stores (warehouse), and contract administration activities. Maintains accurate and organized electronic contract records.


9. Performs additional duties as assigned.

Job Requirements

Education/Training/Certifications: Bachelor’s degree in a business-related discipline required.  Experience in lieu of degree will be considered.

Experience: A minimum of five (5) years of directly related experience in purchasing, procurement, contract administration, or relevant experience is required. In lieu of degree nine (9) years of relevant experience is required.  Experience should include responsibility for developing, administering, and managing contracts, including competitive bidding, evaluations, negotiations, compliance monitoring, and vendor performance management. Strong knowledge of contract procedures and public sector or state procurement laws is required. Excellent communication skills (oral and written). Proficiency in MS Office tools (Excel, Word, PowerPoint) is required.

Experience with NiSC (ERP or other procurement software) is preferred.  

Experience working within utility environment is preferred, including familiarity with industry-specific materials, equipment, and construction or operational services. Experience with suppliers and contractors in the utility and construction industry (e.g., water, gas, fiber, and/or electric construction) is preferred, along with experience coordinating projects, supporting cross-functional teams, and aligning contracts with project requirements.  Experience with process improvement methodologies such as Project Management, Six Sigma or Lean Management is desired.

Additional Requirements

Equipment:  Proficient skills in using a personal computer utilizing word processing and spreadsheets software. Telephone, cell phone, personal computer, calculator, copier, voicemail, and other technology is desired.

Physical Demands/Environmental Conditions:  Work is primarily performed in a sedentary office setting.  Occasional work site visits are required to inspect equipment.  Adherence to safety guidelines is required.

Other: Some travel required.

Competencies