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Procurement Contract Administrator

Req ID: 7845
Location: Chicago- City Wide
# of Openings: 1
FT/PT: Full time
Employment Type: Regular
Salary Schedule:
Job Notes:


Summary: Under the direction of the HHCS Operations Director, and in collaboration with the Heartland Alliance Director of Enterprise Procurement, the Contract Administrator is responsible for management and oversight of goods and services contracts related to the HHCS-SAFEty programs. Ability to work independently, use discretion while employing integrity and a strong attention to detail to identify contract issues or problems.


Essential Duties and Responsibilities:


  • Manage and oversee the development and execution of contracts.
  • Ensure that contracts are properly executed with the appropriate documents.
  • Manage Heartland Alliance required contract file for all SAFEty contracts.
  • Perform contact administration activities to ensure all contract terms and federal requirements are adhered to by staff and vendors.
  • Monitor contractor performance, including the reporting and status of contractor deliverables.
  • Ensure contractors comply with stated terms and conditions and external regulations.
  • Prepare and disseminate information to appropriate individuals regarding contract status.
  • Review and update contract files and monitor expiration dates.
  • Ensure contract information is stored and maintained into organization database. Manage SharePoint site format for HHCS Contracts
  • Maintain contract file to include original contract, correspondences, extensions, amendments, clarifications and payment schedules.
  • Engage relevant stakeholders in negotiation decisions, regulatory requirements, and contract cost
  • Resolve issues between contractor and stakeholder regarding service, cost, and delivery.
  • Perform the necessary actions to close out contracts.
  • Serve as primary organizational contact for HHCS-SAFEty Contracts.
  • Respond to contractor inquiries regarding contract related matters.
  • Develop process and procedures for contract administrator role.

Perform other duties as assigned.

    • Billing Specialist duties: Review invoices, resolve invoice discrepancies and approve invoices in concur.
    • Procurement Specialist duties: Draft procurement forms – Price analysis, vendor responsibility, vendor selection memo and gather quotes.
    • System Administrator: SharePoint, Zoom and LinkedIn Learning
    • Vendor Relationship Management : Document disputes and resolutions with vendor issues


Qualifications:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • Minimum of five (5) years of experience in contract management, business operations, and negotiation in a non-profit and/or government environment.
  • Bachelor’s Degree in Business Administration or related area.
  • Knowledge and understanding of contract administration, principles and terminology.
  • Understanding and experience in the Federal Acquisition Regulations(FAR)
  • Strong organizational, problem solving and analytical skills.
  • Excellent written and verbal communication skills.
  • Skilled in project management, provide excellent customer service, and meet project deadlines.
  • Ability and skills to use sound business judgement and maintain confidentiality.
  • Ability to identify processes needing improvement and make recommendations.
  • Strong computer skills using Windows-based programs.


Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • The employee is regularly required to talk or hear.
  • The employee is frequently required to sit and use hands to key, handle, or feel.


The employee is occasionally required to stand; walk and reach with hands and arms.

Work Environment:  The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


  • The noise level in the work environment is usually low to moderate.
  • The employee in this position will occasionally be required to travel to program sites.



Heartland Alliance makes all hiring and employment decisions, and operates all programs, services, and functions without regard to race, receipt of an order of protection, creed, color, age, gender, gender identity, marital or parental status, religion, ancestry, national origin, amnesty, physical or mental disability, protected veterans status, genetic information, sexual orientation, immigrant status, political affiliation or belief, use of FMLA, VESSA, military, and family military rights, ex-offender status (depending on the offense and position to be filled), unfavorable military discharge, membership in an organization whose primary purpose is the protection of civil rights or improvement of living conditions and human relations, height, weight, or HIV infection, in accord with the organization's AIDS Policy Statement of September 1987.



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Heartland Alliance requires all employees to be fully vaccinated against COVID-19 unless Heartland has approved a medical or religious accommodation for you consistent with applicable laws and regulations.