Manager of Contract Administration

OVERALL OBJECTIVE: 

Manage and minimize risk and maximize financial and operational performance by systematically and efficiently managing contract execution and analysis.

   

JOB COMPLEXITY/SCOPE:

Manages, reviews and audits construction contract documents, prepares payments, change modifications, and coordinates project close-out. 

• Acts independently to determine methods and procedures on new or special assignments. Supervises others.

​

FLSA STATUS: 

Exempt

 

JOB DUTIES:

Performs the below duties and all other duties as assigned.

 

Contract Creation

• Makes recommendations to the Program Attorney and Program Director on program, bid packages and General Conditions.

• Forwards confirmed insurance requirements to City Risk Management for approval.

• Attends Pre-Bid and Pre-Construction meetings and to explain reporting requirements and to explain to the Contract Administrators.

 

Contract Execution

• Maintains and manages documentation for FOIA’s, claims, liens, etc. in response to requests from clients and City Law department.

• Maintain Cost Management System (CMS) database and CPICS database.

• Oversee, collect, and reviews contractor payment requests and progress and produces payments.

• Oversee, collect, and review Requests for Subcontractor Approval (RSA).

• Reviews required progress payment submittals, audits force account billings, contractor change modification requests, and reports on payment estimate processing.

• Oversees audits for each individual home in the contract to ensure all paperwork is in place and quantities have been recorded correctly.

• Manages all subcontractor insurance submissions.

• Oversee and maintain a log of all contractor insurance expiration dates and follow up to assure coverage does not lapse.

• Oversees the collection and review of certified payrolls.

• Facilitate avoidance and management of contractor claims and disputes and subcontractor mechanic’s liens.

• Assists the City of Chicago by collecting and reviewing documentation regarding requirements for MBE, WBE, SBE, and DBE firms, CRO compliance and EEO compliance. 

• Oversees the preparation of documentation necessary for the closeout of FAA AIP grants.

• Prepares a contract closeout checklist to assist with managing the construction contract closeout process.

• Manages the Contractor Payment Request process.

​​

Contract Analysis

• Coordinates closeout of projects once all contract changes have been processed.

• Issues closeout reports to ConsManager for monthly updates and logging into project files.

• Collect, review and distribute required documentation for processing of pay estimates for final compliance review.

• Prepares weekly Roundtable documentation and conducts the Department of Procurement Roundtable meeting.

• Manage the Contractor Payment Request process.

• Ensures the Quantity Book is complete and accurate.

• Manage the Request for Contract Modifications (RCM).

• Work with the Program Attorney / Department of Law as required in connection with compiling documentation for FOIA’s, claims, liens, etc.

• Coordinates all final compliance assessments.

 

QUALIFICATIONS AND REQUIREMENTS:

• Bachelor’s degree in related field including Construction Management, Engineering, Finance, or equivalent combination of education and experience

• Typically requires 10 years of related experience, including 5 years managing others.

• Experience working with public entities (CDA, CDOT, CTA, etc.) and IDOT Documentation Certificate preferred.

• Must be an intermediate-level user of Microsoft Excel.

• Ability to use a computer, the Internet, Adobe Acrobat, word processing, database, and email software.

 

REQUIRED COMPETENCIES:       

Flexibility and Adaptability

• Adjusts to new or changing assignments, processes, and people.

• Demonstrates willingness to listen to other opinions.

• Provides examples of shifting from task to task

Learning Oriented

• Demonstrates grasp of new information and its implications.

• Seeks out and relies on others in areas of own limitations.

• Applies feedback and changes behavior accordingly.

Oral Communications

• Speaks well without preparation.

• Adapts language, tone, structure, and level of detail to the needs of others.

• Maintains a dialogue in difficult situations.

Teamwork

• Identifies characteristics of good teamwork.

• Names primary and ancillary members of own team.

• Explains team mission and objectives.

Problem Solving

• Identifies and documents specific problems and resolution alternatives.

• Helps to analyze risks and benefits of alternative approaches and obtain decision on resolution.

• Facilitates reconciliation rather than divisiveness among individuals.

Written Communication

• Produces written materials in business- and industry-specific technical language.

• Adapts writing -- language, form, style, tone -- to different audiences.

• Reviews the written materials of others and provides feedback and coaching.

 

PHYSICAL AND MENTAL REQUIREMENTS:

• Ordinary ambulatory skills sufficient to move throughout the office;

• The ability to exert up to 10 pounds of force occasionally and/or a negligible amount of force constantly to move objects;

• Good hand-eye coordination; the ability to reach with hands and arms; and arm, hand, and finger dexterity, including the ability to grasp;

• Close visual acuity to use a keyboard, operate office equipment, prepare and review data and figures, and view a computer monitor;

• The ability to talk and hear;

• The ability to work in an upper level of a high-rise office building (Cotter Chicago office and some client offices);

• The ability to handle temperature changes consistent with inside environmental conditions; and

• Mental abilities including remembering, reasoning, concentrating to remain on task, reading, problem solving, managing concurrent tasks, and the ability to understand and follow directions.

​​

This is a full-time position with benefits included:

• 3 weeks paid time off

• Medical, Dental, and Vision Insurance

• HSA (Health Savings Account) Investment Option

• LTD; STD; Life Insurance.