Sr. Contract Administrator - SCS & DSS
il y a 2 jours
Portland
Relay Resources is an Equal Opportunity Employer that strives to create a diverse workforce and an inclusive culture and believes each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to adjust the work identified. It is our expectation that each employee will offer their services wherever and whenever necessary to ensure the success of our endeavors. Disabled people / people with disabilities and neurodivergent people are strongly encouraged to apply. Relay Core Competencies Focus on Strengths Prioritize Informed Action Communicate Clearly Champion Disability Inclusion Build Supportive Relationships JOB SUMMARY The Senior Contracts Administrator – Document Solutions & Supply Chain Solutions is responsible for managing the full contract lifecycle for custodial and grounds maintenance portfolios across the organization. This role partners closely with Supply Chain Solutions and Document Solutions business units, Finance/Accounting, and Compliance departments to ensure strong performance, mitigate risk, and maintain audit-ready documentation. Key responsibilities include managing the full contract lifecycle, including contract review, negotiation, amendments, and re-negotiation prior to renewal. This role is responsible for ensuring timely customer communication, coordinating pricing and purchase order acceptance, and supporting service delivery and issue resolution. The position also plays a key role in preparing the organization for expansion into new lines of business and adapting to evolving customer requirements by ensuring contracts are structured, compliant, and aligned with operational capabilities. The Senior Contract Administrator is a dedicated resource to the various Social Enterprises whose role is intended to implement and maintain commercial and government contract processes and systems, guide Business Unit Managers through the procurement process for goods/services, offload day-to-day customer contract administration duties from the Managers and Account Managers, as well as other department managers as needed. ESSENTIAL FUNCTIONS Contracts / Financial: • Responsible for all aspects of customer contract management and support, including processing and managing contract renewals and interfacing with customer Contracting Officers (COs)., • Drafts, redlines, negotiates, renews, and amends contracts, including purchase order terms and ensuring proper version control., • Leads the Relay team during customer contract negotiations, ensuring alignment with organizational objectives., • Identifies and resolves scope/specification changes through contract amendments, price adjustments, or requests for equitable adjustment., • Submits to the leadership team any contracts recommended for termination and ensures all proper termination procedures are followed., • Logs and tracks contractual vehicles, and total contract values, and coordinates accurate and timely contract closeout., • Collaborates closely with business unit management and account managers to verify that quality assurance requirements are met for each contract., • Validates and maintains pricing exhibits, costing models, and standard pricing proposals in coordination with Operations, Finance and Accounting., • Supports the development of pricing standards and contract pricing, including bottom-up pricing inputs., • Maintains regular communication with Operations, Finance and Accounting to support customer billing, budget management, and profitability analysis., • Coordinates with Operations, Finance and Accounting regarding accounts receivable, budget variance analysis, contract profitability assessments, and related financial requirements., • Supports business development efforts, including creation and review of new government and commercial contracts., • Leads process documentation and supports the development, implementation, and maintenance of the contract database and related systems., • Proactively identifies risks and financial exposure throughout the contract lifecycle and escalates issues as appropriate. Customer Management: • Serve as the primary contracting point of contact for all customer contracting, procurement, and customer-service–related concerns., • Support business unit management and account managers in managing key customer accounts and maintaining strong customer communications., • Respond promptly to internal and external customer inquiries related to contract terms, scope-of-work interpretations, compliance documentation, performance requirements, and any concerns raised regarding contractual obligations., • Coordinate required customer approvals for subcontractors, contract amendments, pricing changes, scope changes, and other modifications requiring formal authorization., • Partner closely with Business unit leadership and operational teams to ensure service delivery aligns with contract scope, pricing assumptions, performance requirements, and compliance expectations., • Support customer-facing program and regulatory reporting requirements for federal, state, and local procurement programs., • Provide expertise and support for bidding on additional or optional customer work, ensuring proposals align with contract terms and pricing standards., • Provide support in qualifying, contracting, and managing subcontractors, ensuring compliance with customer and regulatory requirements. Contract Document Management: • Maintain complete, accurate, and audit-ready contract files and metadata in SharePoint and ERP/CRM systems., • Ensure proper version control for contracts, amendments, pricing exhibits, and compliance documents., • Maintain documentation for COIs, licenses, certifications, bonding, QCPs/QASPs, and other required deliverables., • Contribute to contract templates, standard checklists, and process documentation., • Support enhancements to contract management systems and document control practices. Internal: • Partner with Operations, Finance, Accounting, Compliance, HR/Payroll, and Legal to ensure contract, wage, and regulatory alignment., • Facilitate decision-making by translating contractual requirements into clear operational and financial expectations. Compliance, Audit & Regulatory Support: • Coordinate with Compliance on audit schedules, field inspections, and corrective and preventive action (CAPA) closure., • Respond to cure notices with accurate documentation and supporting data., • Implement mandated wage updates and support union agreement reviews in collaboration with HR/Payroll/Legal. MINIMUM QUALIFICATIONS • Bachelor's degree, preferably in a business-related field., • 4–7 years of hands-on contract administration experience, including drafting, negotiation, amendments, and renewals., • CPCM, CFCM, or related contract management certifications or coursework (preferred)., • Demonstrated experience managing the full contract lifecycle and maintaining organized, easily retrievable contract records., • Experience executing audits, preparing documentation, and managing corrective actions (CAPAs)., • Solid understanding of contract law, FAR, and end-to-end contracting processes., • Working knowledge of pricing structures, costing models, wage requirements, and margin management., • Experience translating Statements of Work (SOWs) into clear, enforceable contract terms and identifying renewal or amendment risks., • Program and quality requirements management (e.g., QCP/QASP, Oregon Forward, AbilityOne)., • Proficiency with ERP/CRM systems and document-management platforms such as SharePoint., • Strong skills in managing pricing and costing workbooks aligned with scope and wage updates., • Strong verbal and written communication skills, including the ability to produce clear redlines, amendments, and formal documentation., • Effective collaborator across Operations, Finance, Compliance, Procurement, and senior leadership., • Ability to implement wage updates, maintain licensing/certification compliance, and support audit readiness. SCOPE & ACCOUNTABILITY Performs duties independently. SUPERVISORY RESPONSIBILITY Ability to work with moderate supervision and some independent decision making. WORK ENVIRONMENT & PHYSICAL DEMANDS • Remote work environment, with occasional in-office open work environment, • Flexibility in work schedule in consultation with manager, • Sitting for long periods of time, • Occasional use of personal transportation in meeting work requirements at customer sites, • Minimal travel required
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