Illinois Tollway

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Contract Administrator - Engineering

Salary

$70k - $80k

Min Experience

4 years

Location

Downers Grove, Illinois, United States

JobType

full-time

About the job

Info This job is sourced from a job board

About the role

About the Department

The Illinois Tollway (“Tollway”) is dedicated to providing and promoting a safe and efficient system of highways while ensuring the highest possible level of service to our customers. Whether it's I-PASS, the Move Illinois and Bridging the Future capital programs, open road tolling or keeping you safe with our H.E.L.P. trucks, we are committed to delivering great benefits and services to customers.

The Tollway is a user-fee system – no state or federal tax dollars are used to support maintenance and operations. Operations are funded by toll and concession revenues.

Under the leadership of the Board of Directors and Executive Staff, the Tollway is committed to achieving the following goals: increase collaboration with regional transportation and planning agencies, promote the regional economy, maintain financial integrity, foster environmental responsibility and sustainability, maintain the safety and efficiency of the Tollway system, further transparency and accountability, enhance customer service, and maintain public trust.

Under the direction of the Engineering Services Manager or General Manager of Engineering, the Contract Administrator (“CA”) provides administrative and technical support to the Contract Services Division of the Engineering department.  The Contract Administrator works closely with Engineering staff to maintain accurate records, support internal workflows and prepare documentation. While not responsible for managing engineering work, the CA will coordinate closely with Engineering staff as appropriate to ensure administrative procedures and protocols are adhered to. 

Position Duties

The Contract Administrator provides support to the Engineering Department by preparing, reviewing, tracking and routing required documentation for professional services and construction contracts. The position does not supervise or direct engineering work.

This role supports contract actions through internal workflows maintains accurate records in engineering and financial systems and ensures that document requirements and deadlines are met. The Contract Administrator works under direction but has individual assignments and responsibilities.

The responsibilities may include but are not limited to the following:

  • Review and process construction documentation including contractor pay estimates, releases of retainage, authorization approvals (ATP), change orders and extra work orders. 
  • Coordinate with Engineering staff to ensure construction documents are accurate, complete, routed for signature, and filed. 
  • Track contract documentation progress to ensure deadlines are met. 
  • Support communication with vendors regarding documentation requirements. 
  • Provide administrative support for internal processes related to construction contract administration.
  • Prepare and route construction contract materials required for internal review approvals and filing. 
  • Assist with processing documentation for professional services including proposals, agreements, supplemental agreements and invoices.
  • Support preparation of Professional Services Bulletin and Innovative Project Delivery materials, when needed.
  • Maintain and update project information in PMIS and engineering financial databases.
  • Assist with preparing information for Board of Directors presentation materials and internal leadership reporting. 
  • Support development of statistical reports and data summaries.
  • Assist with creating updating and maintaining templates, forms and contract boilerplates.
  • Participate in vendor meetings, trainings and agency sponsored events, as directed. 
  • Other duties as assigned. 

Minimum Qualifications

Required for CA Position:

  • A bachelor’s degree from an accredited college or university or 4 years of cumulative experience in contract management, internal controls, or contract administration. 
  • Demonstrated problem solving skills and experience working in a team environment. 
  • Effective verbal, written, and interpersonal skills related to working with diverse staff and vendors. 
  • Demonstrated ability to meet critical deadlines, manage multiple priorities, and work under direction on assignments.
  • Ability to exercise objective judgment, discretion, maintain confidentiality, and ensure accuracy in document preparation.
  • Must be proficient in Microsoft Office Suite including Outlook, Excel, Word and Teams, Adobe Acrobat Pro and Adobe Sign. 
  • Ability to learn and apply Tollway systems, including PMIS and financial databases.

Preferred:

  • Working knowledge of federal, state, and local requirements.
  • Familiarity with transportation, engineering or construction industry practices.
  • Experience with tools such as Business Intelligence (BI) or Copilot.
  • Experience supporting collaborative teams and vendor interactions.


The Illinois Tollway is committed to creating a diverse environment and is proud to be an equal employment opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, marital status, national origin or ancestry, disability, unfavorable discharge from military services, age, order of protection status, military status, sex, or sexual orientation.

About the company

Operates and maintains the toll highway system in Illinois.

Skills

Microsoft Office
Outlook
Excel
Word
Teams
Adobe Acrobat Pro
Adobe Sign
PMIS
Financial Databases