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Contract Administrator

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Contract Administrator

Salary

$59,393.29 - $68,301.95 Annually

Location

Norfolk, VA

Job Type

Permanent Full-time

Job Number

13530

Department

General Services

Division

Facility Maintenance

Opening Date

10/01/2025

Closing Date

10/12/2025 11:59 PM Eastern

+ Description

+ Benefits

+ Questions

Description

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

+ Valid Driver's License required.

Work Schedule:

+ Monday-Friday, 8:00 AM - 5:00 PM

+ This position requires flexibility to adjust their schedule to include evenings, nights, or weekends when necessary. Examples include monitoring custodial services after hours, responding to tenant complaints, or verifying vendor performance during special events. This flexibility ensures that services are monitored effectively, contracts remain compliant, and tenant needs are met in real time.

+ Position is designated essential and will be required to report to work during City closures due to inclement weather and other emergencies.

+ Regular full-time and permanent part-time employees may receive paid holidays, vacation and sick leave, employer paid pension plan, basic life insurance, voluntary participation in medical and dental, Section 457 deferred compensation, long-term disability, optional life insurance for self, spouse and children, medical and dependent care reimbursement plans, access to membership in credit union and employer provided parking.

+ Special project/grant employees are generally eligible for the same benefits of regular full-time employees; however, retirement, life insurance and participation in health plans vary depending upon funding and authorization.

+ Temporary/seasonal and part-time employees are generally only eligible for employer provided parking and access to membership in credit union.

+ Retirement

If you are hired October 5, 2010, or after to a position with City of Norfolk Retirement System benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

If you are hired January 1, 2022, or after to a position with Virginia Retirement System (VRS) benefits, you will be required to contribute five percent (5%) of your salary toward your retirement benefit. This will be a pre-tax payroll deduction.

+ The Tuition Assistance Program is established to encourage employees toward continued self-development and education. Permanent full-time and permanent part-time classified, unclassified permanent, full-time special projects, and constitutional employees who have completed six months continuous service will be eligible to apply. The applicant’s school of enrollment must be an accredited institution.

NOTE:

The benefits described above are broad generalizations. The specific benefits that an employee may be eligible for are governed by City regulations, as applicable to job type.

Non-City

Positions listed with a job type designation of "Non-City" are not subject to the benefits descriptions above. Refer to the content of the job posting for information regarding these positions.

01

The following Supplemental Questions are specific to the position for which you have applied to assist the hiring manager in screening applications for specific experience being sought. Please be specific in answering these questions as they will be used to evaluate which applications will be given further consideration in the process. Do not answer "see resume" or "see application" as these are not valid answers. Please note that if you are invited to be interviewed by the department, your responses to the following questions may be subject to verification.

+ I understand and will answer the following supplemental questions completely and thoroughly.

02

If you were referred for this position by a current City of Norfolk employee, please provide the employee's full name, department, and job title. If not, please indicate by typing "N/A."

03

Please select the highest level of education you have completed.

+ High School Diploma/GED

+ Some College (6 months or more)

+ Vocational/Technical Degree

+ Associate's Degree

+ Bachelor's Degree or higher

04

How many years of experience do you have managing service contracts (e.g., custodial, pest control, equipment maintenance)?

+ No direct experience

+ Less than 3 years

+ 3-5 years

+ 6 years of more

05

How comfortable are you conducting site visits and verifying contractor performance in the field?

+ Not comfortable; I have little or no experience

+ Somewhat comfortable; I have done this occasionally

+ Very comfortable; I have done this frequently

06

This position requires flexibility, including occasional nights or weekends. Are you able to work flexible hours as needed?

+ No

+ Yes, with advance notice

+ Yes, without issue

07

How would you rate your proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)?

+ No experience

+ Basic

+ Intermediate

+ Advanced

08

Do you have experience working with SWaM vendors or similar supplier diversity programs?

+ No

+ Yes, limited experience

+ Yes, extensive experience

09

When a contractor is underperforming, how would you typically respond?

+ Attempt to resolve the issue with tenants or customers instead of the contractor

+ Document and escalate the issue through proper channels

+ Engage directly with the contractor to address deficiencies

+ Other

10

How do you typically approach updating or creating a scope of work for a service contract?

+ I have not had experience writing scopes of work

+ Copy the previous scope with minimal changes

+ Review existing services, solicit feedback from stakeholders, and adjust scope accordingly

+ Rely solely on vendor input to define the scope

11

Describe your comfort level in de-escalating conflicts between vendors and customers.

+ Not comfortable

+ Somewhat comfortable; I have limited experience

+ Very comfortable; I have successfully handled conflicts in the past

12

This position involves both office work and field visits. Which environment are you most comfortable in?

+ Mostly office-based work

+ Mostly field-based work

+ Balanced between both

+ No preference

13

Why do you believe you would be a strong fit for a Contract Administrator role in a municipal facility maintenance environment?

14

Do you have a valid driver's license?

+ Yes

+ No

15

Do you have the legal right to work in the United States and, upon employment, can you provide documentation to verify this?

+ Yes

+ No

16

Please provide an explanation of any periods of unemployment that are 30 days or longer. Indicate N/A if you have not experienced any periods of unemployment.

17

Are you a current or previous City of Norfolk employee?

+ Yes - I am a current City of Norfolk Employee

+ Yes - I am a previous City of Norfolk Employee

+ No - I am not a previous or current City of Norfolk employee

18

Please indicate your veteran status. (A copy of your long form DD-214 may be required)

+ I am not a Veteran

+ I am a Veteran

+ I am a Disabled Veteran

Required Question

Employer

City of Norfolk

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