Austin Aviation - Contract Management Specialist III

City of Austin; United States; On-site; USD 90,000 - 130,000; Full time

Job summary

The City of Austin is seeking a Contract Management Specialist III to administer a diverse portfolio of airport revenue contracts and ensure compliance with policies and regulations. You will develop solicitations, coordinate contract implementation, and maintain strong relationships with concessionaires while proactively identifying risks and resolving issues.

Responsibilities include monitoring contract performance, preparing reports on revenue and compliance, and coordinating with internal

Qualifications

• Gathers and coordinates contract requirements from departmental liaisons.
• Monitors budgeted amounts and contract balances.
• Evaluates bid files and prepares recommendations for award.
• Inspects contractor performance for compliance with terms.

Responsibilities

• Coordinate bids by gathering requirements from departmental liaisons.
• Monitor contractor performance for compliance with terms.
• Prepare and analyze performance reports for management.

Skills

Contract management

Job description

About This Position

The Contract Management Specialist III is responsible for administering, monitoring and ensuring compliance of a diverse portfolio of airport revenue contracts. The Contract Management Specialist III supports the Commercial Manager by developing revenue solicitations, coordinating contract implementation, overseeing tenant performance and maintaining strong business relationships with concessionaires. The Contract Management Specialist III ensures that all contractual obligations are met in accordance with airport policies, contract administration procedures and applicable regulations, while proactively identifying risks, resolving issues, and promoting effective stewardship of airport revenue streams. Primary Duties: Monitor a portfolio of revenue-generating contracts. Assist in developing, drafting, and coordinating revenue solicitations. Prepare, analyze, and maintain reports related to contract performance, revenue, compliance findings, and key performance indicators. Conduct routine inspections of leased space to verify compliance. Manage and maintain business relationships with tenants. Serves as primary POC for contract-related inquiries/concerns. Ensures contract activities, deliverables, compliance checks, and renewals are documented and tracked within the approved system. Coordinate with internal departments to support contract development, issue resolution, and enforcement actions.

Job Description

Contract Management Specialist III

Purpose

Under limited supervision, develops and manages complex contracts and grants.

Duties, Functions and Responsibilities

• Essential duties and functions, pursuant to the Americans with Disabilities Act, may include the following. Other related duties may be assigned.
• Prepares for bids process by gathering and coordinating contract requirements from designated departmental liaisons, deciding appropriate commodities or scope of work to include on contract bid; recommending and preparing effective supplemental terms and conditions, and drafting purchase documents for bid. May also perform spot buying off existing contracts (per Central Purchasing policy limitations).
• Develops and maintains contract database(s) spreadsheets and/or other contract management software tools. Enters data into the system of record and generates approval documents to support purchases. Establishes budgeted base and resolves variances. Submits and/or coordinates submission of requisitions, evaluates bid files and prepares recommendations for award.
• Develops and manages requirements for complex contracts or grants for effectiveness by monitoring budgeted amounts to expended amount and/or contract's dollar balance and time remaining, recommending whether to extend an existing contract or prepare for a new bid process, processing contract modifications and performing contract releasing activities.
• Manages contractor and subcontractor performance for compliance to contract terms and conditions by monitoring contractor performance which includes but not limited to inspecting product to ensure compliance with specifications, preparing and discussing contractor performance evaluations with the contractor and/or departmental liaison to explain performance evaluations and obtain feedback, and reporting and resolving complex contractual issues.
• Prepares and/or develops reports by collecting, analyzing and summarizing information regarding contractor performance, supply chain effectiveness, contract expenditures, purchase history, etc., for reporting to management, team members and customers.
• Manages supply chain by reviewing status of selected materials, identifying problems and recommending and/or implementing solutions. Coordinating product demonstrations.
• Provides technical and contractual assistance by developing, advertising, coordinating and conducting workshops, training sessions and orientation sessions.
• Conducts site visits to educate contractors and subcontractors about contract requirements, to conduct interviews with contract workers, to obtain payroll records for audit purposes and/or to inspect products to ensure compliance with contract requirements.
• Develops requirements for new contracts by researching purchase history and product information; coordinating and compiling requirements; deciding and preparing effective supplemental terms and conditions; deciding and preparing effective contractor performance measurements.
• Researches and responds to inquiries from City Council, City Management, Boards and Commissions, vendors, and other stakeholders.

Responsibilities - Supervisor and/or Leadership Exercised

May provide leadership, work assignments, evaluation, training, and guidance to others.

Knowledge, Skills, and Abilities

• Must possess required knowledge, skills, abilities, and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.
• Knowledge of contract law, con