Contract Administrator I

Overview

The Contract Administrator promotes a high degree of professionalism in cradle-to-grave (source-to-pay) procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives and ensuring compliance with policies and procedures.  The Jr. Contract Administrator collaborates with Facilities stakeholders in assigned categories to ensure basic ordering agreements (BOA’s), requisitions, release orders, contracts and payments are transacted efficiently and effectively.  The portfolio of a Jr. Contract Administrator consists of approximately 50 BOA’s and 75 contracts with an overall value up to $50M and includes a mix of fixed fee design services contracts (up to $2M), fixed price construction contracts (up to $10M) and other types of contracts.

With a staff of over 750 spread across 8 departments, Facilities is a multifaceted organization providing support to the entire Princeton University campus.  Facilities supports the University's educational mission by stewarding the University’s campus in a sustainable way to create an environment of exceptional quality where learning and research thrive.  The Facilities Finance and Administrative Services (FFAS) department, embedded within Facilities, is responsible for providing shared services to all Facilities clients as well as the broader University community.   The Facilities Procurement Office (FPO), and unit in FFAS, provides support for the procurement of all design, construction and related services.  The Jr. Contract Administrator reports to the Manager, FPO, who is a direct report of the Director, FPO.

Responsibilities

Sourcing/Pre-Award Responsibilities:

• Develops and executes sourcing events such as Requests for Bids (RFB’s) and Requests for Proposals (RFP’s) for assigned portfolio of design, construction and related contract agreements utilizing various data (previous spend, previous supplier performance, etc.), market information and operational objectives to deliver long-term value.
• Manages supplier relationships, including regular review of supplier performance, contract compliance, and pricing.
• Facilitates competitive bidding events, promoting utilization of online bidding technology. This includes reviewing and ensuring scope of work and project description documents support a competitive selection process, developing selection criteria in addition to price, promoting supplier diversity, creating thorough solicitation documents, leading preproposal meetings, analyzing proposals, creating detailed bid/proposal comparison documents for selection team members, leading supplier negotiations, and being a significant contributor in supplier selection.
• Negotiates price, rates, details, terms and conditions for all contracts in assigned portfolio.
• Creates and executes basic ordering agreements and fixed fee/price, time-and-material, and hourly not-to-exceed types of contracts according to Facilities and University policy. Manage assigned portfolio of basic ordering agreements and contracts to ensure suppliers meet the current and future needs of Facilities and the University.

Contract Administration Responsibilities:

•  Analyzes contract changes to ensure compliance with contract terms and conditions, and creates resulting change order and amendment documents.Provides guidance to Facilities stakeholders in all contract matters including contract requirements, contract interpretations, and dispute resolution.
• Reviews all invoices for contract compliance prior to payment
• Coordinates all aspects of the contract closeout process.

Leadership and Strategic Initiatives:

•  Provides procurement advice and guidance to Facilities and University stakeholders
• Supports Facilities and University strategic initiatives including business and technology process improvement, supplier diversity, and sustainability.

Qualifications

Essential Qualifications:

• Bachelor's degree in business or related discipline and relevant experience or Bachelor's degree may be substituted for 3-5 years in procurement, contract administration or supply management role.
• Demonstrated excellent written and oral communication skills.
• Ability to collaborate with other departments.
• Experience with contracts and understanding of terms and conditions.
• Ability to manage a portfolio of contracts
• Analytical skills necessary to drive process improvements.
• Ability to negotiate with suppliers to achieve organizational objectives.
• Ability to manage multiple priorities.
• Excellent skills with Microsoft Office (Excel, Word, PowerPoint).

Preferred Qualifications:

• CPM or CPSM certification.
• Experience procuring design, construction and related services.
• Experience with electronic sourcing and procurement tools.
• Experience with SciQuest eProcurement tools.

Princeton University is an Equal Opportunity/Affirmative Action Employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law. KNOW YOUR RIGHTS

Standard Weekly Hours

Eligible for Overtime

Benefits Eligible

Probationary Period

Essential Services Personnel (see policy for detail)

Physical Capacity Exam Required

Valid Driver’s License Required

Experience Level

Salary : $50 - $0