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Contract Administrator

Job Description

Hours: Full-Time – 35 Hours
Work Location: 30-30 Thomson Avenue, LIC, NY 11101

The NYC Department of Design and Construction, Safety and Site Support Division seeks a Contract Administrator to support the Office of Quality Assurance - Material Testing & Fabrication Unit (MTFU). The selected candidate will assist with the development and management of contracts for professional services and procurement of goods which includes and is not limited to process procurement documents, review payment requisitions from consultants and vendors, review fee proposals, prepare work order and acceptance letters using web-based applications; assist with the preparation and evaluation of the Unit’s budget proposals, monthly and cumulative expenditures, prepare periodic and special reports of Unit’s programs, contracts and performance. The successful candidate will directly interact with consultants to formalize weekly inspection/testing schedule and follow up on progress of assignments. Additionally, the Contract Administrator will maintain MTFU logs and records, in accordance with Division’s standards and Unit’s protocols; completion and accuracy review of vendor approval submittals, mix design submittals, inspection requests, material test reports and other requests; prepare monthly contract status reports; distribute material testing results from the testing lab(s), inspection reports and other documents to DDC Program Units; utilize applicable agency and division applications and databases, and assist the Director, Deputy Director and Engineer-In-Charge with all contract related processes and meetings.

Authorization to work in the United States is required for this position. NYC Department of Design and Construction does not provide sponsorship for international employees for visa applications, extensions, or status changes, including STEM/OPT visas. Applicants are responsible for ensuring that they meet all qualifying requirements for this position, at the time of application.

All applicants, including City Employees:
Please go to NYC Government Jobs | Explore Careers | City of New York, go to Search for Open Jobs, and type in the Job ID # listed above. Submit job application as prompted. Do not apply via Employee Self-Service (ESS), e-mail, mail, or fax your resume to DDC directly.

Qualifications

A master's degree from an accredited college in economics, finance, accounting, business or public administration, human resources management, management science, operations research, organizational behavior, industrial psychology, statistics, personnel administration, labor relations, psychology, sociology, human resources development, political science, urban studies or a Juris Doctor degree from an accredited law school; or

A baccalaureate degree from an accredited college and two years of satisfactory full- time professional experience working in one or a combination of the following areas: working with the budget of a large public or private concern in budget administration, accounting, economic or financial administration, or fiscal or economic research; in management or methods analysis, operations research, organizational research or program evaluation; in personnel or public administration, recruitment, position classification, personnel relations, labor relations, employee benefits, staff development, employment program planning/administration, labor market research, economic planning, social services program planning/evaluation, or fiscal management; or in a related area.

An associate degree or completion of 60 semester credits from an accredited college and four years of satisfactory full-time professional experience as described in "2" above.

A four-year high school diploma or its educational equivalent approved by a State's department of education or a recognized accrediting organization and six years of satisfactory full-time professional experience as described in "2" above.

A combination of education and/or experience equivalent to “1”, “2”, “3”, or “4” above. College education may be substituted for professional experience at the rate of 30 semester credits from an accredited college for one year of experience. However, all candidates must have a high school diploma.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.

Average salary estimate

$70000 / YEARLY (est.)
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$60000K
$80000K

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What You Should Know About Contract Administrator, City of New York

Are you ready to take the next step in your career as a Contract Administrator with the NYC Department of Design and Construction? Located in the vibrant New York City, you’ll play a key role in the Office of Quality Assurance - Material Testing & Fabrication Unit. Your days will be filled with excitement as you develop and manage contracts for essential professional services and procurement of goods. From processing procurement documents to reviewing payment requisitions and fee proposals, you'll be at the heart of the action. We need someone who thrives in a dynamic environment, interacting with consultants to organize testing schedules and monitor progress. You’ll also be responsible for maintaining accurate logs and records while preparing comprehensive reports on budgets, expenditures, and contract statuses. With your knowledge of web-based applications and data management, you'll support our mission in ensuring top-notch quality assurance. This position not only requires a strong educational background—either a relevant master’s or a baccalaureate degree supplemented with specialized experience—but also a passion for contributing to high-impact projects in the public sector. If you're looking for a fulfilling role where every day brings new challenges and opportunities for professional growth, then we want to hear from you. Join us in shaping the infrastructure of NYC while enjoying a work environment that promotes diversity and inclusion. Are you ready for the challenge?

Frequently Asked Questions (FAQs) for Contract Administrator Role at City of New York
What are the main responsibilities of a Contract Administrator at NYC Department of Design and Construction?

As a Contract Administrator at the NYC Department of Design and Construction, you'll be responsible for developing and managing contracts for professional services, reviewing payment requisitions and fee proposals, and preparing work orders. You will also assist in budget proposal evaluation, maintenance of logs and records, as well as the preparation of periodic reports regarding contracts and performance.

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What qualifications are required to become a Contract Administrator with NYC Department of Design and Construction?

To qualify for the Contract Administrator position with NYC Department of Design and Construction, candidates should have a master’s degree in a relevant field or a baccalaureate degree with two years of professional experience in budget administration, personnel or public administration, or a related area. Educational background can also be complemented with sufficient work experience.

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How does a Contract Administrator interact with consultants at NYC Department of Design and Construction?

In your role as a Contract Administrator at NYC Department of Design and Construction, you will directly interact with consultants to formalize weekly inspection and testing schedules. This ongoing communication ensures that progress stays on track and that all parties are aligned on project objectives.

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What tools or software will a Contract Administrator use at NYC Department of Design and Construction?

You'll utilize various web-based applications and agency-specific databases as a Contract Administrator at NYC Department of Design and Construction. These tools assist you in processing procurement documents, logging vendor records, and generating reports—ensuring that your workflow remains efficient and organized.

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Is work experience in a related field necessary for the Contract Administrator position at NYC Department of Design and Construction?

Yes, relevant work experience in fields such as budget administration, financial management, or public administration is crucial for the Contract Administrator position at NYC Department of Design and Construction. Candidates can also combine education with work experience for eligibility.

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Common Interview Questions for Contract Administrator
What experience do you have with contract management?

In preparing your response, focus on specific examples of contracts you've managed. Detail the steps you took throughout the process, any challenges you faced, and how you ensured compliance with guidelines.

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How do you prioritize tasks when managing multiple contracts?

Demonstrate your organizational skills by explaining your system for prioritization—whether it’s using project management software, maintaining a checklist, or setting clear deadlines—to ensure that all contracts are addressed promptly and adequately.

Join Rise to see the full answer
Can you explain a time you resolved a problem with a vendor?

Share a specific instance where you encountered an issue with a vendor and how you navigated the situation. Emphasize communication, negotiation, and how you managed to reach a satisfactory outcome for all parties involved.

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What is your understanding of the procurement process?

Your answer should reflect a strong grasp of the procurement process, including how to develop procurement documents, conduct market research, evaluate bids, and work within legal requirements while ensuring the best value for the organization.

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How comfortable are you using data management software?

Discuss your proficiency with data management tools. Provide examples of software you've used and how your skills improved project outcomes, emphasizing any training or certifications you have obtained.

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How do you ensure compliance with contract terms?

Explain your approach to contract compliance monitoring, such as regular reviews, establishing clear communication with stakeholders, and documenting performance metrics to ensure obligations are being met.

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What steps do you take to develop effective working relationships with consultants?

Highlight the importance of open communication, regular check-ins, and collaborative problem-solving in building trust and ensuring smooth cooperation with consultants throughout the project lifecycle.

Join Rise to see the full answer
Describe your experience with budget preparation.

Provide examples of budgets you've prepared, focusing on your methodology for collecting data, forecasting costs, and ensuring clarity and accuracy in your financial documents.

Join Rise to see the full answer
How do you handle tight deadlines while managing contracts?

Share strategies you employ to manage your time effectively under pressure, such as prioritizing critical tasks, delegating when possible, and maintaining clear lines of communication to avoid delays.

Join Rise to see the full answer
What role do you think a Contract Administrator plays in the success of a project?

Discuss how a Contract Administrator acts as a bridge between various stakeholders and the project's needs—ensuring compliance, fostering communication, and maintaining accurate records that contribute to the overall success of the project.

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Our Mission To work to eliminate ageism and ensure the dignity and quality-of-life of New York City’s diverse older adults, and for the support of their caregivers through service, advocacy, and education. Strategic Goals To foster independence...

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Full-time, on-site
DATE POSTED
December 20, 2024

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