Contract Administrator II - Princeton University

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 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 Contract Administrator consists of approximately 10 BOA’s and 75 contracts with an overall value up to $250M and includes a mix of design services contracts (up to $5M), construction contracts (up to $25M) and other types of contracts.  The Contract Administrator reports to the Manager, Facilities Procurement Office (FPO), who is a direct report of the Director, FPO.

FPO provides procurement support for all design, construction and related services and is part of the Facilities Finance and Administrative Services (FFAS) department embedded within Facilities.   FFAS is responsible for providing shared services to all Facilities partners as well as the broader University community.

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. This includes authoring category strategy documents, obtaining key stakeholder buy-in and providing regular progress updates.
• Manages supplier relationships, including regular review of supplier performance, contract compliance, and pricing. Leads internal, multi-disciplined Facilities prequalification teams for strategic construction services.
• 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

• Leads training sessions to provide guidance to Facilities’ stakeholders regarding detailed procedures and broader concepts for sourcing and procurement.
• Serves as procurement subject matter expert for Facilities and University stakeholders.
• Provides leadership in support of Facilities and University strategic initiatives including business and technology process improvement, supplier diversity, and sustainability.
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Essential Qualifications:

• Bachelor’s Degree in business or pertinent discipline and relevant experience or 5 - 7 years in procurement, contract administration or relevant supply management or business position
• Demonstrated excellent written and oral communication skills
• Ability to collaborate with multiple departments
• Experience with contracts and ability to apply legal terms and conditions
• Ability to manage a portfolio of contracts
• Analytical skills necessary to drive process improvements
• Strong negotiation skills
• Ability to manage multiple priorities
• Excellent skills with Microsoft Office (Excel, Word, PowerPoint)
• Experience with electronic sourcing and procurement tools

Preferred Qualifications:

• CPM or CPSM certification
• Experience procuring design, construction and related services
• Experience with electronic sourcing and eProcurement tools
• Experience with category management concepts

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