Associate Administrator - Service Contracts

As the Associate Administrator - Service Contracts, you will support the management of vendor relationships and service contracts for critical infrastructure maintenance by overseeing the RFP process, drafting agreements, and maintaining accurate contract records. You will ensure compliance with internal systems and client requirements, manage vendor onboarding, and track key documentation such as Certificates of Insurance and W9s. You will monitor contract performance through scorecards and reporting tools, while collaborating with internal teams to ensure timely service delivery and budget alignment.

Responsibilities:

• Understand critical infrastructure preventative maintenance scopes of work.
• Conduct RFP process under the supervision of the manager, including creating bid forms, sending requests for proposals out to vendors, tracking progress, reviewing proposals for accuracy, and level setting against other vendors’ proposals.
• Create service contracts from standard templates and enter into internal work management system.
• Enter contract pricing in company vendor catalog for purchase order generation.
• Manage service requests for any changes to contracts and execute amendments.
• Respond to vendor issues presented by other groups internally or by customers.
• Update emergency escalation lists for the AOC to use for vendor dispatching.
• Conduct onboarding calls with vendors to review internal processes and expectations specific to each customer.
• Create/manage companies in internal work management system.
• Complete vendor scorecards to grade their performance.
• Assist AOC and other groups with sourcing vendors as needed for any non-standard preventative maintenance quotes.
• Ensure vendors’ Certificates of Insurance (COIs) are filed and that they meet contract requirements.
• Ensure vendors’ W9s are filed.
• Coordinate with critical infrastructure team to ensure efficient vendor handoff and deliverables met on time.
• Address vendors’ questions related to contract language, service level agreements (SLAs), and scopes of work.
• Utilize internal reporting tools to manage contract renewal dates and COI expirations.
• Utilize work spend and work order trend reports to track progress towards budget.
• Update and review vendor catalog to ensure contracts, scopes of work, and assets are compliant.

Qualifications:

• High School Degree or Equivalent required; Bachelors Degree – Business Administration or other related degree preferred
• Minimum of 1-3 years related experience, preferably in contract administration
• Proficiency in Microsoft Office Suite
• Excellent verbal and written communication skills
• CMMS software experience and familiarity with a contract management system is preferred
• Other skills include demonstrated negotiation skills, attention to detail, excellent organization and multi-tasking skills, and ability to develop collaborative working relationships

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