Contract Management Coordinator

Position Summary

The MDO Contract Management Coordinator provides essential coordination and support for the Managing Directors Office (MDO) in managing its contracting and procurement activities. This role focuses on enhancing operational efficiency through the development coordination and oversight of a wide range of contract management functions.

Employees in this class are responsible for developing monitoring and improving contract administration within the Managing Directors Office. Work involves drafting and refining procedures reviewing contract requests and proposals and serving as a liaison among departmental staff providers and City agencies throughout the contract development and approval process.

Essential Functions

Duties include but are not limited to:

• Oversee all aspects of contract management for the MDO
• Collaborates with project managers and stakeholders to understand professional services contracts needs and requirements. 
• Oversees the preparation review and processing of procurement requisitions for content and conformance to specifications. 
• Oversee the preparation review and processing of contracts amendments and renewals. 
• Ensures all contract documents are complete accurate and compliant with City policies and regulations. 
• Maintains accurate documentation of contract changes and amendments. 
• Uses the Citys systems (ADPICS ACIS etc.) to track and process contracts to assure contract conformance in coordination with the Law Department and requesting agency.  
• Works to resolve any disputes between City and vendors/contractors.  
• Notifies agency contacts of upcoming contract expirations renewals or milestones. 
• Assists agency project contacts with managing and communicating to vendors providers and contractors around timelines expectations and/or policy/procedural changes.
• Ensures compliance with budgetary constraints and local state and federal procurement laws regulations and policies. 
• Establishes and maintains internal controls to mitigate risks in the contract management procurement process.  
• Develops and manages procurement forecasts and processing of contracts purchase orders and other related procurement activities. 
• Provides guidance and training on contract management and procurement policies and procedures to City agencies. 
• Resolves procurement problems such as delays and execution of contracts with vendors/contractors and agency representatives. 
• Serves as point of contact for City agencies regarding contracts or procurement-related inquiries. 
• Supports City agencies to develop Request for Proposals for professional services.  
• Serves as liaison with Procurement Department Law Department and Office of the Director of Finance. 
• Maintains documentation for and coordinates responses to audits and reviews. 
• Performs additional related work as required. 

Required Competencies Knowledge Skills and Abilities

 Includes but not limited to

• Strong project management skills. 
• Must have knowledge or/ability to learn: 
• Various types of material and service contracts related documents City policies and procedures as they relate to the processing of contracts management system 
• Contractual procurement procedures and methods commonly used by City agencies in the processing of contracts 
• Use of proprietary software systems such as ADPICS and ACIS 
• Contract management skills. 
• Analytical and strategic thinking abilities. 
• Proficiency in procurement software and Microsoft Office Suite. 
• Ability to effectively manage multiple projects tasks and priorities in a fast-paced environment 
• Strong organizational skills and attention to detail 
• Flexibility to both work independently and as part of a team 
• Strong interpersonal skills with the capacity to collaborate across diverse teams and city departments 
• Strong communication and time management skills 
• Strong written skills with confidence in editing and content development

Qualifications :

• Bachelors degree in relevant field or equivalent experience 
• At least three years of contract management or contract compliance experience which has involved contract preparation processing and administration. Other experience such as finance budgeting or various administrative functions may be considered.
• Experience with City of Philadelphia contracting and procurement desired

We value diverse experiences and are open to flexible qualifications. If you are passionate about this role and meet some of the key criteria we encourage you to apply.

Additional Information :

TO APPLY: Interested candidates must submit a cover letter and resume.

Salary Range: $70000-$90000

Discover the Perks of Being a City of Philadelphia Employee:

• Transportation: City employees get unlimited FREE public transportation all year long through SEPTAs Key Advantage program. Employees can ride on SEPTA buses subways trolleys and regional rail for their daily commute and more.
• Parental Benefits: The City offers its employees 8 weeks of paid parental leave.
• We offer Comprehensive health coverage for employees and their eligible dependents.
• Our wellness program offers eligibility into the discounted medical plan
• Employees receive paid vacation sick leave and holidays
• Generous retirement savings options are available
• Pay off your student loans faster - As a qualifying employer City of Philadelphia employees are eligible to participate in the Public Service Loan Forgiveness program. Join the ranks of hundreds of employees who have already benefited from this program and achieved student loan forgiveness.
• Unlock Tuition Discounts and Scholarships - The City of Philadelphia has forged partnerships with over a dozen esteemed colleges and universities in the area ensuring that our employees have access to a wide range of tuition discounts and scholarships. Experience savings of 10% to 40% on your educational expenses extending not only to City employees but in some cases spouse and dependents too!

Join the City of Philadelphia team today and seize these incredible benefits designed to enhance your financial well-being and personal growth!

*The successful candidate must be a city of Philadelphia resident within six months of hire

Effective May 22 2023 vaccinations are no longer required for new employees that work in non-medical non-emergency or patient facing positions with the City of Philadelphia. As a result only employees in positions providing services that are patient-facing medical care (ex: Nurses doctors emergency medical personnel) must be fully vaccinated.

The City of Philadelphia is an Equal Opportunity employer and does not permit discrimination based on race ethnicity color sex sexual orientation gender identity religion national origin ancestry age disability marital status source of income familial status genetic information or domestic or sexual violence victim status. If you believe you were discriminated against call the Philadelphia Commission on Human Relations at or send an email to

For more information go to: Human Relations Website: Work :

No

Employment Type :

Full-time