Job Details

Contract Administrator

Under the general supervision of the Director of Parks and Recreation or designee, the Contract Administrator is responsible for the day-to-day management, coordination, review, oversight and maintenance of City contracts for all properties and services that are contracted by the Parks and Recreation department, such as the City's median maintenance and pesticide application services. Monitors contractor/vendor compliance with contract specifications and addresses findings/deficiencies to ensure contract obligations are met. Plans, organizes and supervises City maintenance crew on daily operational activities related to maintenance and services contract work requiring immediate/critical attention; monitors progress of work to ensure closeout of projects.

The intent of this position description is to provide a representative summary of the major duties and responsibilities performed by the incumbent(s) in this position. Incumbent(s) may not be required to perform all duties in this description and incumbent(s) may be required to perform position-related tasks other than those specifically listed in this description.

This position is part of the FY26 budget. The position is expected to begin on or after January 1, 2026, and the selected candidate cannot start work before January 1, 2026. By proceeding, you acknowledge and understand these terms.

Essential Job Functions & Other Important Duties

• Manages and conducts site visits to inspect all properties and services that are contracted by the Parks & Recreation Department to ensure compliance with contract requirements; prepares contract and change order specifications.
• Ensures that contracts stipulate the extent and scope of management responsibilities, services to be performed, and costs for services.
• Conducts regular property and services inspections for preserving City properties and maintaining safe business conditions for staff, contractors and residents.
• Coordinates the daily maintenance of all contracted areas as well as researches various vendors needed to perform the necessary improvements and repairs.
• Coordinates work efforts with other City departments for maintenance, repair and replacement of leased property landscape and hardscape.
• Monitors the budget for all assigned projects and maintains daily logs of contracted tasks to ensure proper frequencies and correct invoices.
• Prepares narrative and written technical reports related to contracted site inspectors.
• Prepares and issues directive memos and letters.
• Responds to and resolves problems with the contractor or provider and specifies corrective actions.
• Establishes and maintains cooperative and effective working relationships with contractors, management, coworkers, other City employees, and the public.
• Assists Purchasing with contractual details and provisions and administers all contracts after execution.
• Plans, organizes and supervises City maintenance crew on daily operational activities related to maintenance and services contract work requiring immediate/critical attention; monitors progress of work to ensure closeout of projects.
• Prioritizes and assigns work; conducts performance evaluations; ensures staff is trained and follows policies and procedures and maintains a healthy and safe working environment; makes hiring, termination, and disciplinary decisions or recommendations.

Other Important Duties:

• May be required to work evenings and weekends.
• Travels to construction sites, attend meetings, conferences and training.
• Performs other related duties as assigned.
• Regular and consistent attendance for the assigned work hours is essential.

Job Requirements

• Ability to build professional relationships with internal staff and customers.
• Ability to communicate clearly and concisely both orally and in writing.
• Ability to gather and analyze data and draw conclusions and present data and other information in a clear and logical manner.
• Ability to handle a wide variety of tasks and projects with minimal supervision and direction.
• Ability to handle confidential information in a responsible manner.
• Ability to identify problems and propose solutions in a timely manner.
• Ability to perform independent professional level work while managing multiple properties.
• Ability to review contract documentation for discrepancies and conformance to standards.
• Ability to track funding and expenditures of contract.
• Ability to use computer and software applications proficiently; evaluate and administer change orders to the initial contract; read, analyze, and interpret moderately complex contracts.
• Experience in customer relations, principles and practices.
• Knowledge of City policies and procedures.
• Knowledge of contract management or contract administration practices and processes.
• Knowledge of federal, state, and local laws, statutes, and regulations related to the field of public sector contracts.
• Possession of strong analytical, computer and problem-solving skills, and excellent interpersonal skills.
• Skill in inspecting, reviewing evaluation and modifying contracts.
• Skill in resolving customer and contractor complaints and concerns.

Education, Experience, and Certifications:

• Bachelor's degree in public administrator, business administration or related field and five (5) years related experience in public or private sector, OR equivalent combination of education and experience.
• Experience in contract administration and property maintenance coordination preferred.
• Must pass a pre-employment drug screen, criminal background check and MVR check.
• Must possess a valid State of Texas Drivers License.

Environmental Factors & Conditions/Physical Requirements

• Work is performed in an office environment and in the field. May require site visits, off site meetings and inspections.
• May be subject to walking over rough terrain, bending, reaching, kneeling or climbing ladders into trenches or up on roofs when inspecting construction and land development sites.
• May be subject to exposure to extreme weather conditions.
• Balancing maintain equilibrium to prevent falling while walking, standing, or crouching.
• Climbing ascending, descending ladders, stairs, ramps, requires body agility.
• Crouching bending body forward by bending leg, spine.
• Fingering picking, pinching, typing, working with fingers rather than hand.
• Hearing 1 perceiving sounds at normal speaking levels, receive information.
• Kneeling bending legs at knee to come to rest at knees.
• Lifting raising objects from lower to higher position, moving objects side to side, using upper extremities, back.
• Mental Acuity ability to make rational decisions through sound logic, deductive reasoning.
• Reaching extending hands or arms in any direction.
• Repetitive Motion substantial movements of wrists, hands, fingers.
• Speaking expressing ideas with spoken word, convey detailed, important instructions accurately, concisely.
• Standing for sustained periods of time.
• Stooping bending body downward, forward at waist, with full motion of lower extremities and back.
• Talking 1- expressing ideas by spoken word.
• Visual Acuity 1 - prepare, analyze data, transcribing, computer terminal, extensive reading.
• Visual Acuity 2 - color, depth perception, field of vision.
• Visual Acuity 3 - determine accuracy, neatness, observe facilities/structures.
• Visual Acuity 4 - operate motor vehicles/heavy equipment.
• Walking - on foot to accomplish tasks, long distances, or site to site.

Work Environment: Work performed is primarily light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects.

Equipment and Tools Utilized: Equipment utilized includes personal computer, copier, calculator, fax machine, other standard office equipment, and City vehicles.