Contracts Manager - 60015076

Posting number: 191325

Department: Department of Administration

Division: Division of Facilities Management and Property Services

Job classification: Environmental Health Manager III

Posting type: Open

Categories: Facility Management, Management, Customer Service

SummaryContracts ManagerThe Department of Administration's (Admin) Division of Facilities Management & Property Services (FM) oversees the daily operation and maintenance of 53 state-owned buildings, including the State House, Capital Complex, and Governor’s Mansion, ensuring they remain safe, functional, and well-maintained. In this role you will assist the Facilities Management and Property Services (FMPS) division in the planning, procurement, administration, and management of service contracts for the Department of Administration. Work collaboratively with division staff, subject matter experts, the Procurement Division, and contractors/vendors throughout the contract lifecycle to ensure procurements and contracts comply with applicable laws, regulations, and policies while meeting operational needs. This position is onsite in Columbia, SC.
Responsibilities of Contracts Manager:

• Assist the Facilities Management and Property Services (FMPS) division with the procurement and development of solicitations for service contracts. Collaborate with subject matter experts to prepare scopes of work, specifications, evaluation criteria, and other solicitation documents. 
• Conduct market research to identify available vendors, industry best practices, pricing trends, and appropriate procurement strategies. Coordinate with the Procurement division to support timely solicitation, evaluation, and award activities. 
• Coordinate evaluation committees for Requests for Proposals (RFPs) and other competitive procurements by organizing meetings, sharing materials securely, gathering scores, and enforcing full compliance with procurement laws and policies. Prepare procurement-related correspondence and documentation as needed. 
• Maintain and monitor contracts and agreements throughout the contract lifecycle by tracking key dates, renewals, and milestones, while maintaining accurate databases to ensure continuous service and timely procurement. Maintain accurate contract schedules, databases, and reporting tools.
• Support the day-to-day administration of assigned contracts by monitoring contractor performance, coordinating inspections and corrective actions, reviewing contract deliverables, assisting with invoice review and payment processing, and preparing amendments or modifications as needed. 
• Communicate contract status, risks, and recommended actions to management and stakeholders. 
• Maintain complete, accurate, and organized contract files in electronic and paper formats, including executed agreements, amendments, correspondence, payment records, and procurement documentation.
• Provide responsive customer service to internal and external stakeholders.
• Investigate, document, and assist in resolving contract-related complaints, disputes, and performance issues in accordance with contract requirements and agency procedures.   
• Provide administrative and operational support to management and other work teams as assigned.
• Complete special projects, assist with departmental initiatives, and perform other related duties in support of the division's mission and objectives. 

Examples of duties

• A high school diploma and experience in contract administration and/or legal requirements involved with contracts or relevant on the job experience. 

Additional Requirements:

• Knowledge of contract administration, procurement, modification and tracking.
• Ability to lead, advise and communicate effectively with employees at all levels, as well as external customers and vendors/contractors. 
• Strong computer skills and ability to write in a clear, concise manner. 
• Ability to prepare reports. 
• Knowledge of the agency's mission, programs, and objectives.
• Knowledge of relevant laws, regulations and procedures, including SC Procurement Code. 
• Ability to assign appropriate priorities to work activities based on organizational goals and situational pressures.
• Ability to effectively plan and organize work activities and prioritize task completion to meet schedules and deadlines. 
• Ability to conceptualize needed change and to initiate appropriate activities to move from concepts to implementation. 
• Ability to interpret and apply rules and regulations. 
• Position may be required to report to work during emergency situations and hazardous weather events.

Applicants indicating college credit or degree(s) on the application will be required to bring a copy of college transcript to the interview.  A copy of the transcript may also be uploaded as an attachment to the application, if required by the hiring department or if desired by the applicant.  Please note that some areas of the Department may require an official, certified copy of the transcript prior to hiring or within a specific timeframe required by that area, after hiring.  Failure to produce an official, certified transcript may result in not being hired or termination. 

Supplemental information

The Department of Administration is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, sex (including pregnancy, childbirth, or related medical conditions including, but not limited, to lactation), national origin, age (40 or older), disability or genetic information.

Supplemental questions are considered part of your official application.  Any misrepresentation will result in your disqualification from employment.  Please complete the state application to include all current and previous work history and education.  A resume will not be accepted nor reviewed to determine if an applicant has met the qualifications for the position.

The South Carolina Department of Administration offers an exceptional benefits package for full time (FTE) employees: 

• Health, dental, vision, long-term disability, and life insurance for employees, spouse, and children. Click here for additional information.
• 15 days annual (vacation) leave per year
• 15 days sick leave per year
• 13 paid holidays
• Paid Parental Leave
• S.C. Deferred Compensation Program available(S.C. Deferred Compensation)
• Retirement benefit choices *
  • State Retirement Plan(SCRS)
  • State Optional Retirement Program (State ORP)

*Enrollment in one of the listed plans is required for all FTE employees; please refer to the contribution section of hyperlinked retirement sites for the current contribution rate of gross pay.