Contract Administrator II

As part of the Project Management Office (PMO) Contracts Team, responsibilities may include any of the following:

Responsibilities

• Coordination with project management personnel at the PMO and College sites to develop and prepare procurement packages for the selection of general contractors and professional services providers.
• Related change management activities may or may not be included.
• Management of a variety of competitive bidding/selection processes for construction and/or professional services, from planning through award including direct responsibility for all administrative functions (i.e preparing procurement documents, addenda, evaluation materials, approval documentation, award documentation, contract documents).
• Management of the pre-qualification processes for professional and/or construction services firms (i.e. Architectural, Environmental, and small Construction Services). This would include the following activities:
  • Preparation of Request for Qualifications (RFQ) packages in conjunction with Subject Matter Experts (SME);
  • Leading pre-submittal instruction meetings;
  • Coordination of Request for Clarifications (RFC) and issuance of Addenda;
  • Conduct responsiveness reviews of submitted Statements of Qualifications (SOQ);
  • Coordination and facilitation of the evaluation process;
  • Coordination of post award submittals;
  • Coordination for BOT Award;
  • Prepare awarded Contracts and coordinate execution.
• Based on workload and department resources, at the sole discretion of the department supervisor, a variety tasks and responsibilities may be assigned and or change over time to best serve the needs of the District.
• Strict adherence to policies, procedures, templates, and applicable laws is a daily part of this role.
• Reporting, tracking, and quality control for assigned procurements processes.
• Responsibility for multiple concurrent procurement processes with various stakeholders.
• This is a heavily administrative role and applicants should understand this would not include supervising others performing these functions.
• This role requires a high level of attention to detail and compliance under the scrutiny of consistent audits both internal and external, accordingly applicants should strongly consider whether this would be a good fit.
• Work is fully in the PMO Office with no hybrid or remote opportunity in accordance with District policy.

Requirements

Minimum Required Qualifications:

• Associates degree (relevant field preference above others).
• 3-6 years of experience relevant to the position description.
• Knowledgeable of standard contract terms and conditions.
• Proficient with Microsoft Excel, Word, and Adobe Acrobat.
• Demonstrate a reliable, responsive and positive work ethic with the highest degree of integrity.
• Must be detail-oriented and organized.
• Must be a fast learner and logical thinker.
• Must be focused on quality and accuracy.
• Excellent communications skills, both written and verbal.
• Ability to accurately track and report status when managing concurrently running projects.

Preferred Qualifications:

• Bachelor’s degree (relevant field preference above others)
• Experience with program/project management
• Knowledge of relevant California Higher Education and Public Contract Code requirements
• Experience with an electronic bidding software
• Experience with project management software