boston planning & development agency

  • CONTRACT ADMINISTRATOR

    Job ID
    2018-1309
    Category
    Real Estate
    Grade Level
    J
    # of Hours
    35
    Salary Range
    $57,800 - $72,200
  • Summary

     

    boston planning & development agency 

     

    TITLE:  CONTRACT ADMINISTRATOR

     

    DEPARTMENT/DIVISION: REAL ESTATE/REAL ESTATE

     

    SUMMARY OF RESPONSIBILITIES:

    Under the direct supervision of the Director of Real Estate, and in close collaboration with the Budget and Accounts Payable Manager and Procurement Specialist, the Contract Administrator is responsible for managing all aspects of the Real Estate Department’s contract administration process for both BRA and EDIC entities. 

     

    The Contract Administrator works closely with the Legal department, Administration and Finance department, and Real Estate project managers to ensure requirements of assigned contracts are met and BPDA interests are protected through compliance and risk mitigation. The Contract Administrator plays a support role in all phases of the contract development process, including construction and maintenance projects of the BPDA, as well as providing support to the Real Estate staff in managing the procurement of goods and services. The Contract Administer will be the primary person responsible for tracking, administering and managing the financial and administrative aspects of the contract throughout the life of the agreement.

     

    GENERAL DUTIES AND RESPONSIBILTIES:

    The general duties and responsibilities of the position are included in but not limited to the information below.

     

    Working in close cooperation with all key stakeholders, this role will be responsible for leading all activities once a Real Estate department contract is awarded by the Board of Directors. Serve as a fully integrated contracts administrator on all assigned contracts working with program managers, Administration and Finance units, the Procurement Specialist, the Legal department, the Secretary’s office and other related stakeholders.

     

    The job requirements will include, but not be limited to, the tracking of contract execution and expiration dates and the expenditure of approved contract amounts, assisting the Procurement Specialist and Project Managers in the preparation of public bid/solicitation documents, monitoring distribution of contracts and addenda, collection and distribution of solicitation responses and contracts, determining long and short range schedules for contract completion, closeout and/or renewal notices, as well as developing and maintaining a contract administration practice and management database that supports the work of the Procurement Specialist and Accounts Payable. These actions will occur in compliance with the applicable requirements of Massachusetts General Laws, Chapter 30, Chapter 30B, and 149.

     

    This position requires professional judgment, use and/or application of basic business principles, theories, and concepts of all aspects of Government and/or Commercial contract administration throughout the contracting life-cycle.

     

    This position requires skills in activities such as:

     

    • Research
    • Contract Compliance
    • Conflict resolution
    • Collaboration in cross-functional work
    • Managing multiple deadlines while maintaining internal and external customer service
    • Participating and sometimes leading programmatic meetings with internal and external customers regarding contract scope, compliance and modification as needed
    • Maintaining organized and user friendly electronic files
    • Deep understanding of public procurement processes including IFBs, RFPs, RFQ and Designer Selection Processes
    • Analyzing and interpreting complex contract requirements, including all terms and conditions, FAR/DFARS to ensure compliance
    • Strong critical thinking to continuously review internal policies and procedures governing procurement in order to improve upon and standardize the processes.
    • Must exercise discretion and sound judgment and be capable of handling confidential and highly sensitive information with professionalism and unquestionable integrity.
    • Efficient and effective day-to-day contract administration activities that are in accordance with organizational policies and procedures
    • Proven success in working with Project Managers
    • Excellent Microsoft skills, particularly Word and Excel
    • Excellent organization skills
    • Excellent problem solving skills
    • Excellent people skills, negotiation, and inter-personal skills
    • Excellent communication skills, both written and verbal
    • Ability to develop systems, build processes from scratch

     

    Preferred requirements:

    • Legal knowledge and experience
    • Experience with large complex proposal's pricing
    • Experience with public procurement requirements

     Perform other related duties as required.

     

    QUALIFICATIONS:

    Work requires a Bachelor's degree in Business Administration, Economics, Public Administration or related field or equivalent, plus 3 years’ experience, or 5+ years directly related experience managing and administrating different types of contracts under applicable procurement regulations under Massachusetts General Laws as they affect public agencies. Knowledge of business agreements, government contracting methods, including policies, procedures, and regulations, to provide appropriate leadership and support during proposal, research, negotiation, and day-to-day contracting activities. Have a strong understanding of contract laws and regulations.  Excellent oral, written and interpersonal communication skills are required. Self-motivated team player that is curious and able lead cross functional groups through complex work.

     

    WORK ENVIRONMENT:  Office environment, construction site, etc.

     

    PHYSICAL REQUIREMENTS: Little or no exertion; may spend extended periods at terminal.

     

    SCOPE:  N/A

     

    **BOSTON RESIDENCY IS A CONDITION OF EMPLOYMENT**

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