Contract Administrator

Contract Administrator

The Department of Facility Maintenance supports the City of Norfolk's extensive portfolio of buildings, ranging from City Hall, libraries, recreation centers, and public safety facilities to cultural venues such as Nauticus, Scope Arena, Chrysler Hall, and the Virginia Zoo. Facility Maintenance is responsible for ensuring these spaces are safe, efficient, and operationally sound while also delivering responsive customer service to the public and internal City departments. Within this division, the Contract Administrator plays a critical role in managing vendor relationships, ensuring contract compliance, and maximizing the value of service agreements that support the operation of these facilities. The Contract Administrator is responsible for the full lifecycle management of service contracts that support the City of Norfolk's facilities. These contracts cover a wide range of services, including pest control, custodial services, equipment maintenance, copier / printer management, fire extinguisher servicing, and emergency remediation. The role requires a balance of office-based contract administration and field-based monitoring, with flexibility to work nights or weekends as needed to oversee services, respond to issues, and meet customer expectations. This position acts as a liaison between contractors, tenants, and City staff, ensuring that services are delivered according to scope, budget, and performance standards. The Contract Administrator must be able to review scopes of work, monitor vendor performance, enforce compliance, and recommend adjustments during contract renewals. They must also demonstrate excellent customer service skills by addressing complaints, de-escalating conflicts, and maintaining strong professional relationships without compromising accountability. Because this role directly impacts both service quality and fiscal responsibility, the Contract Administrator must be organized, detail-oriented, and capable of creative problem-solving to maximize resources and deliver high-quality service across City facilities.

Essential Functions :

• Monitor, review, and administer service contracts to ensure compliance with terms, performance standards, and budget limits.
• Conduct site visits at City facilities to verify contractor performance and confirm that services are being carried out effectively.
• Meet with tenants, customers, and City personnel to evaluate service needs and address issues or complaints.
• Develop, revise, and update scopes of work to reflect evolving needs of City facilities; recommend adjustments during renewals.
• Ensure vendors comply with City policies, procedures, and reporting requirements, including SWaM vendor utilization.
• De-escalate conflicts between contractors and tenants by serving as a neutral professional point of contact.
• Maintain accurate records, reports, and documentation of contractor performance, site visits, and issue resolution.
• Review invoices and verify service completion prior to approval; communicate with finance staff to ensure proper processing.
• Collaborate with City procurement and finance teams to ensure contracts remain cost-effective and within budget.
• Uphold impartiality and professional integrity by maintaining appropriate boundaries and avoiding personal relationships with vendors.
• Identify opportunities to streamline services, reduce costs, and maximize contractor performance while meeting customer needs.

Education / Experience :

Work requires broad knowledge in a general professional or technical field. Knowledge is normally acquired through four years of college resulting in a Bachelor's degree or equivalent. Required : Three years of experience. Preferred : Bachelor's degree in business administration, public administration, contract management, or a related field; or equivalent combination of education and professional experience. At least two years of direct experience in contract administration, procurement, or facilities management, preferably within a public sector or large-scale property management environment.

Additional Information & Requirements :