Contract Coordinator

Grade 17 - Starting hourly rate: $23.40. Rate of pay depends on qualifications.

Job Description

JOB SUMMARY

The Contract Coordinator is responsible for the contract administration aspects of all the organization's contracts that include professional services, construction, construction contract payments change orders and purchasing contracts. Communicates with contractors, consultants, other SAWS departments, and governmental agencies, to provide the needed information and documentation to comply with the contract requirements such as certified payroll, insurance compliance and payment recommendations in compliance with the construction and purchasing contract terms. Reviews and processes complex and specialized construction contract invoices and resolves related issues.

ESSENTIAL FUNCTIONS ALL SPECIALTIES

- Ensures that all contracts (professional services, construction and purchasing) are in compliance with the insurance requirements in the EBIX system, as stated in the contract and communicates with contractor/consultant on non-compliance issues.

- Prepares contract amendment or change order documents for requested changes to professional services contracts and purchasing contracts and ensures that Board approved amendments or change orders are compliant with the Texas Ethics Commission filing requirements of the Certificate of Interested Parties (Form 1295).

- Establishes service agreements after contract execution in the Infor Financial Accounting System for non-CPMS contracts, uploads related documents in Infor, and makes the necessary modifications in Infor when there are amendments or requirements per the Board Resolution to add additional funds.

- Performs other duties as assigned.

CONTRACTING

- Coordinates and leads pre-construction meetings with outside contractors, outside utilities, and other SAWS departments. During this pre-construction meeting, the Notice to Proceed is delivered to the construction contractor, the wage reporting requirements (Davis Bacon or Texas Prevailing Wages), and insurance compliance issues are reviewed with the contractor.

- For Texas Water Development Board contracts, ensures that construction contractors are in compliance with the Davis Bacon Certified Payroll reporting requirements. For Texas Water Development Board contracts, conducts the required construction site visits and interviews of contractor personnel quarterly; communicates with construction contractors on deficiencies; and monitoring restitution of underpayment to contractor personnel.

- Ensures monthly construction contractor's payment applications/invoices within CPMS are processed in an expeditious manner and in compliance with departmental policies, procedures, and contract requirements.

- Ensures monthly construction contractor's payment applications/invoices within COSA Primelink Portal system and from Bexar County, Texas Department of Transportation, the San Antonio River Authority and other agencies are processed in an expeditious manner and in compliance with departmental policies, procedures, and contract requirements.

- Coordinates the construction contract close out process to ensure that all necessary documentation has been received from SAWS Engineering & Construction staff and the construction contractor; communicates with outside & internal Engineers of the project, Surety Companies, construction contractors and internal fiscal staff.

DECISION MAKING

- Works under general supervision when performing payment application reviews and independently when performing compliance procedures for Insurance Certificate and Certified Payroll Reviews.

MINIMUM REQUIREMENTS

- Associate's Degree in Accounting, Business Administration or related field from an institution accredited by a recognized accrediting agency.

- Four years' experience validating construction project related documentation, vendor account payments or contract administration practices.

- Valid Class "C" Texas Driver's license.

- Proficient in the use of word processing, spreadsheet, presentation, database, and accounting software.

- Ability to report to work on time, maintain a good attendance record, and work all designated work schedules.

PREFERRED REQUIREMENTS

- Bilingual in English/Spanish.

- Experience conducting contractor compliance activities.

- Knowledge and understanding of insurance Accord certificates.

- Experience utilizing software applications to monitoring Certified Payrolls.

- Able to use financial software.

JOB DIMENSIONS

- Frequently contacts and collaborates with internal and external customers, vendors, governmental agency representatives, consultants, contractors and the general public.

- Communicates effectively, verbally and in writing.

PHYSICAL DEMANDS AND WORKING CONDITIONS

Works primarily in an office environment; however, this position will be required to conduct construction site visits and contractor personnel interviews for Certified Payroll Review purposes. Lifts up to 50 pounds occasionally. Squats or stoops occasionally. Must adhere to all personal safety equipment requirements while on a construction site.