Contract Administrator/Maintenance Scheduler

The Contract Administrator/Maintenance Scheduler administers schedules and monitors maintenance, construction, and services contracts for all related projects within the Sustainability & Support Services Division.

Essential Functions

- Prepares, reviews and administers maintenance contracts for roofing, HVAC, elevator services, and others

- Schedules preventive and corrective maintenance contract work

- Obtains project proposals and makes award recommendations

- Evaluates written reports prepared by contractors and provides recommendations on the report’s compliance with applicable requirements

- Maintains activities and contractor’s performance

- Observes the execution of contract requirements for timelines and completeness

- Reviews, adjusts and approves contractor’s invoices

- Resolves payment disputes and problems

- Maintains accurate up-to-date records of payments and contractor’s correspondence

- Prepares purchase requisitions and master releases

- Prepares, reviews and makes changes to contracts prior to bid

Other Functions

- Verifies contractor’s references prior to award of contract

- Prepares change orders

- Monitors budget expenditures

- Prepares special reports and assists with special projects

- Performs other related duties, as required

Work Environment And Physical Demands

Business casual office and industrial settings

Required Knowledge, Skills, And Abilities

- Working knowledge of contract practices, processing invoices, scheduling planned and reactive vendor maintenance

- Ability to create and maintain audible contract documents

- Ability to communicate well in both verbal and written form

- Ability to establish and maintain effective working relationships with employees, contractors, and the general public

- Proficient in Word and Excel; knowledge of Access

- Ability to perform work and make decisions with minimal supervision

Minimum Education, Experience Requirements

- High School diploma (or equivalent) - 4+ years’ administrative support experience in contract requirements and compliance issues