Contract Administrator

Permit Coordination (75% of workload): Manage approximately 1000+ permits/registrations issued by state and local agencies, including: CUPA permits. Coordinate the annual payment of critical CDTFA tax payment for Hazardous Substance Environmental Fee and Hazardous Waste Generator Fee.

Contract Administrator
Location: Hybrid the role will be onsite in Oakland minimum of 2 days and up to 4 per week depending on business need.
Duration: 2 year contract
Pay: $45.00/hour - $51.00/hour
Travel to the San Ramon office 2-4 days a week to retrieve and scan incoming mail for all permit programs

TOP THINGS:
1. Proficiency using Salesforce/ SAP/Microsoft tools preferred.
2. Communication skills Verbal/writing with internal and external stakeholders
3. General skills for administrative jobs: fee payment, tracking, records management, Prioritizing work, Nimbleness

Overview: This position manages HAZMAT compliance permit renewals, with backup responsibilities for Air and Water Quality tasks.

Responsibilities:
Permit Coordination (75% of workload):
Manage approximately 1000+ permits/registrations issued by state and local agencies, including:
CUPA permits
Fire Department permits
Spill emergency response invoices
Other HAZMAT and Water Quality permits, registrations, or invoices as needed
Process permit fee payments in online payment system.
Respond to Environmental Field Specialist (EFS) queries regarding permit status.
Resolve permit and invoice discrepancies through direct communication with EFS and regulatory agency staff, and review of online agency compliance systems.
Maintain and update permit records in Salesforce to manage and track permit status, including invoice payments.
Maintain electronic archives of permits in Salesforce and notify EFS for posting onsite.
Develop permit invoice dashboard to track expected permit invoice due dates
Proactively reach out to regulatory agency staff for late invoices

Mail Management (15% of workload):
Prepare and send outgoing mail via USPS, UPS, or Pony Express (intracompany service) as needed.
Significant Compliance Obligations (less than 5% of workload):
Coordinate the annual payment of critical CDTFA tax payment for Hazardous Substance Environmental Fee and Hazardous Waste Generator Fee.
Special Projects Support (5% of workload):
Provide general support for special projects/training on an as-needed basis.
Backup for air quality/water quality permit tasks on an as-needed basis.
Reporting Structure:
Directly reports to the Manager, HAZMAT Program.
Dotted-line reports to Managers in other programs if supported.

Benefits: (employee contribution)
Health insurance
Health savings account
Dental insurance
Vision insurance
Flexible spending accounts
Life insurance
Retirement plan

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. Pursuant to applicable state and municipal Fair Chance Laws and Ordinances, we will consider for employment-qualified applicants with arrest and conviction records. For Los Angeles, CA applicants: Qualified applications with arrest or conviction records will be considered for employment in accordance with the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act.