NEOGOV · 3 hours ago
Contract Administrator I or II
Cleveland, OH
Full-time
Hybrid
Entry, Mid Level
$63K/yr - $78K/yr
1+ years expNEOGOV is part of the Northeast Ohio Regional Sewer District, which is seeking a Contract Administrator to support the Contract Administration team with contract proposal preparation and supplier negotiations. The role includes maintaining the contract database, executing work orders, and collaborating with various departments while adhering to established standards.
GovTechHuman ResourcesInformation TechnologySoftware
Responsibilities
Follows and executes the contract bid and quote process, including preparation of bid packages. Generates contract/change review documentation. Reviews customer specifications and government regulations
Organizes and participates in both formal and informal reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project
Assembles accurate contract asset lists and official contract/correspondence files
Collects and assembles templates and procedural documentation to support the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors
Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process
Assists with generating requests for qualifications and Requests for Proposals for related professional services. Interfaces with Sewer District departments as necessary to assist with contract and/or proposal processing and to obtain required approvals
Participates in the communication process during the review stages of the proposal document. Attends progress, pre-bid and pre-construction meetings
Responsible for the execution and review of invoices, work orders, requisitions, receiving processes, statements and contractor billings during the contract and prior to payment and closure. Resolves discrepancies with inaccurate and/or overdue invoices
Assists in the development and maintenance of contract management instruction policies, procedures and work instructions. Reviews documentation with proper personnel to ensure that it meets Sewer District needs
Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage
Maintains contract database entries, keeping current with new contracts that are processed and/or executed. Assist with contract renewal review process to ensure no gaps in coverage
Generates reports in Sewer District databases to assist with overall contract administration
Manages dispatching of contractors to perform services in a timely and accurate manner to meet the needs of the Sewer District
Monitors contractor performance to ensure work conforms to contract requirements and specifications through verifying with filed staff and/or performing field verification
Coordinates with appropriate supervisors and/or any relevant municipalities to resolve any discrepancies identified with contractor work performed. Documents any non-conformance and makes recommendations for improvement
Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance
Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support
Performs other duties of a similar nature as may be required
Represents the Sewer District in negotiating contracts, including pricing and terms and formulating policies with suppliers and vendors
Generates requests for qualifications and Requests for Proposals for related professional services
Interfaces with the Sewer District departments as necessary to facilitate contract and/or proposal processing and to obtain required approvals etc
Organizes, conducts and participates in both formal and informal management reviews of proposal drafts. Reviews contract documentation with proper personnel to ensure that it meets the operation needs of all stakeholders in the project
Prepares bids, process specifications, progress reports and other information as required. Compiles data for preparing estimates during the contract process
Facilitates the communication process during the review states of the proposal document. Attends progress, pre-bid and pre-construction meetings
Manages contract renewal review process to ensure no gaps in coverage
Assists in the procurement for high-level and/or high-risk projects
Performs primary contract administration duties for major contracts including negotiation, correspondence, documentation, certification, financial reporting and product delivery for major contracts. Writes specifications for repairs and upgrades, with input from the appropriate personnel
Develops, implements and maintains contract management instruction policies, procedures and work instructions. Maintains pricing and contract templates
Maintains accurate contract and/or proposal tracking records and files in accordance with Sewer District standards, to include record retention and storage
Manages contract database entries, keeping current with new contracts that are processed and/or executed
Reviews invoices, statements, work orders and contractor billings to monitor compliance for approval. Reviews modifications, extensions and contract closeout documents for approval. Actively participates to resolve supplier/contractor grievances, claims, etc
Assists with procurement of outside contractors, including the developing consultant short lists and Request for Proposals (RFP), review of the contractor proposals and recommending award of consultant contracts
Monitors contractor/supplier performance. Coordinates with the appropriate supervisors and/or any relevant municipalities to ensure work conforms to contract requirements and specifications during the contract and prior to payment and closure. Documents and non-conformance; makes recommendations for improvement
Participates in and provides support for initiatives such as supplier enablement, contract management, project management, problem resolution and customer support
Analyzes market and delivery system to assess process and cost improvement opportunities. Tracks and analyzes contractor performance and compliance
Performs other duties of a similar nature as may be required
Qualification
Required
Candidate must possess an associate degree, preferably in Business Administration or related field
Equivalent combination of relevant education and experience may be substituted as outlined in the Education Equivalencies Policy
Candidate must possess (1) one year of contract administration experience in an engineering, maintenance, utility environment or similar industry, including a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language
Candidate must possess basic knowledge of administrative, project management, resource allocation, contract administration, basic business law and legalities for successful contract administration
Candidate must possess knowledge of best practices in an engineering or utility environment or similar industry, including a combination of the following; best practices, vendor selection, contract negotiation, asset management, resource allocation, recordkeeping, reading blueprints and diagrams, contract development, contract standards, procedural documentation, renewals and contract language
Candidate must possess knowledge of municipal bidding and contract procedures and EPA's NPDES permit requirements
Candidate must possess effective written and verbal communication, organizational skills and decision-making abilities
Candidate must possess the ability to successfully build and sustain positive and collaborative working relationships with a broad range of stakeholders, contractors, community, government personnel and customers and the ability to provide high quality service
Candidate must possess the ability to effectively use progressive project and/or contract management techniques to successfully initiate and manage contracts through to completion on time and on budget; these skills shall be further developed during the course of employment within the position
Candidate must be detail-oriented and capable of managing large amount of data, maintain detailed comprehensive records, analyze and organize information, have effective project and time management skills and be well organized
Candidate must possess negotiation and conflict resolution skills to address issues and opportunities for improvement with diverse groups
Candidate must be proficient in Microsoft Office Suite including Word, Excel, Access, Outlook and PowerPoint
Benefits
Health Insurance Coverage
Various Retirement Planning Options (Ohio Public Employee Retirement System and Deferred Compensation Plans)
Flexible Spending Accounts
Employee Assistance Program
Free Parking at our facilities
Corporate Discounts
Active Health & Wellness Program that promotes a life/work balance
Company
NEOGOV
NEOGOV is the leading provider of workforce management software uniquely designed for the public sector, education, and public safety.
501-1000 employees
Funding
Current Stage
Late StageTotal Funding
$700MKey Investors
Warburg Pincus
2025-07-28Secondary Market· $700M
2025-07-28Acquired
2021-06-02Private Equity
Leadership Team
Shane Evangelist
CEO
Brandon McDonald
Head Of Marketing
Recent News
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2025-11-14
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2025-10-31
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