City of Savannah
Contract Coordinator - Facility Maintenance & Operations
City of Savannah, Savannah, Georgia, United States, 31441
Are you looking for a career with purpose? The City of Savannah Facility Maintenance & Operations Division is currently seeking a highly qualified, organized Contract Coordinator who is a self‑started person, with a strong customer‑service focus, to join our team. As the Contract Coordinator for Facilities Maintenance, you will be responsible for supporting the Facilities Maintenance Division by administering, monitoring, and coordinating service contracts for building systems, preventive maintenance, repairs, and capital improvement projects. This position ensures contracts are executed in compliance with organizational policies, budget requirements, and regulatory standards while supporting timely, high‑quality service delivery from vendors and contractors.
The City of Savannah, Georgia is a charming Southern escape with historic architecture set under a veil of Spanish moss. Savannah's Historic District, one of the largest historic landmarks in the country, is designated a National Historic Landmark. Savannah's beauty is rivaled only by the city's reputation for hospitality. Savannah is one of the country's most popular vacation spots. In 2019, Forbes named the City Savannah as the top local government and the best employers in the State of Georgia. Submit your application today!
We offer an excellent benefits package to include health, dental and vision, defined contribution plan (457b), life insurance, wellness programs, vacation, sick leave, paid holidays, employee assistance program, home buyers program, tuition reimbursement and more!
Responsibilities
Monitors contracts by following City guidelines; conducting vendor interviews; enforcing contractual compliance; investigating non‑compliance of contracts; provides training on procurement processes; types correspondences; and maintains project files. Serve as the primary point of contact for contracted service providers. Develops a list of vendors for various operational needs and assists maintenance supervisors in establishing contracts and obtaining quotes. Prepares and issues administrative materials and executed contracts; ensures invoices are processed and proper documentation is submitted. Assist with preparation of Requests for Proposals (RFPs), Invitations to Bid (ITBs), scopes of work, and evaluation documentation. Support bid evaluations and contract award processes assigned. Collaborate with maintenance supervisors, project managers, procurement, and finance staff to ensure contract alignment with operational needs. Coordinate with City staff to establish capital improvement projects (CIP); makes recommendations regarding budget overrun; ensures budget adjustments are made; compiles reports; tracks costs and adjustments; ensures compliance with budget; prepares and issues requisitions and purchase orders. Coordinate the full lifecycle of facilities maintenance contracts, including solicitation, award, execution, amendments, renewals, and closeout. Coordinates, prepares and processes procurement documents; obtains bid numbers and award decisions; fiscally follows projects through the life of a contract from the procurement process to contract closeout. Compiles monthly, quarterly, and annual reports for projects, vendor performance, and compliance. Support audits, inspections, and internal reviews related to contract management. Processes, approves, and reviews payment requests for accuracy; verifies required documentation; approves and processes all other project payments. Receives and verifies expenditure requests; validates budget account balances to support purchases; and prepares and submits appropriate documentation to facilitate procurement action. Processes invoices for payment and is responsible for departmental purchasing records and related documents. Performs other related duties as assigned. Qualifications
Bachelor's Degree in Accounting, Finance, Business or Public Administration, or a related field supplemented by two (2) years of professional budgeting, contracts, accounting or financial management experience; or possession of any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities. Additional Requirements
Background investigation, including supervised drug screen, post‑offer/pre‑employment medical screen; and verification of education, certifications, and licenses required prior to employment. Skills
Knowledge of city purchasing and contracting procedures. Knowledge of generally accepted accounting principles. Knowledge of modern office practices and procedures. Knowledge of computers and other modern office equipment. Skill in developing short‑and‑long‑range plans. Skill in establishing priorities and organizing work. Skill in the operation of computers and other modern office equipment. Skill in public and interpersonal relations. Skill in oral and written communication.
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Monitors contracts by following City guidelines; conducting vendor interviews; enforcing contractual compliance; investigating non‑compliance of contracts; provides training on procurement processes; types correspondences; and maintains project files. Serve as the primary point of contact for contracted service providers. Develops a list of vendors for various operational needs and assists maintenance supervisors in establishing contracts and obtaining quotes. Prepares and issues administrative materials and executed contracts; ensures invoices are processed and proper documentation is submitted. Assist with preparation of Requests for Proposals (RFPs), Invitations to Bid (ITBs), scopes of work, and evaluation documentation. Support bid evaluations and contract award processes assigned. Collaborate with maintenance supervisors, project managers, procurement, and finance staff to ensure contract alignment with operational needs. Coordinate with City staff to establish capital improvement projects (CIP); makes recommendations regarding budget overrun; ensures budget adjustments are made; compiles reports; tracks costs and adjustments; ensures compliance with budget; prepares and issues requisitions and purchase orders. Coordinate the full lifecycle of facilities maintenance contracts, including solicitation, award, execution, amendments, renewals, and closeout. Coordinates, prepares and processes procurement documents; obtains bid numbers and award decisions; fiscally follows projects through the life of a contract from the procurement process to contract closeout. Compiles monthly, quarterly, and annual reports for projects, vendor performance, and compliance. Support audits, inspections, and internal reviews related to contract management. Processes, approves, and reviews payment requests for accuracy; verifies required documentation; approves and processes all other project payments. Receives and verifies expenditure requests; validates budget account balances to support purchases; and prepares and submits appropriate documentation to facilitate procurement action. Processes invoices for payment and is responsible for departmental purchasing records and related documents. Performs other related duties as assigned. Qualifications
Bachelor's Degree in Accounting, Finance, Business or Public Administration, or a related field supplemented by two (2) years of professional budgeting, contracts, accounting or financial management experience; or possession of any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities. Additional Requirements
Background investigation, including supervised drug screen, post‑offer/pre‑employment medical screen; and verification of education, certifications, and licenses required prior to employment. Skills
Knowledge of city purchasing and contracting procedures. Knowledge of generally accepted accounting principles. Knowledge of modern office practices and procedures. Knowledge of computers and other modern office equipment. Skill in developing short‑and‑long‑range plans. Skill in establishing priorities and organizing work. Skill in the operation of computers and other modern office equipment. Skill in public and interpersonal relations. Skill in oral and written communication.
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