Contract Management Specialist III (Asset Management) - Austin Aviation

City of Austin; Austin (TX); On-site; AUD 100,000 - 142,000; Full time

Job summary

Austin-Bergstrom International Airport, owned by the City of Austin, seeks a contract and grant professional to manage complex contracts, prepare bid packages, and maintain contract databases. You will monitor budgets, analyze variances, and coordinate bid processes with departmental liaisons.

The role involves evaluating proposals, ensuring contractor compliance, and producing performance reports for leadership, with site visits and stakeholder inquiries managed as part of the responsibilities.

Qualifications

• Under limited supervision, develops and manages complex contracts and grants.
• Prepares for bids by gathering contract requirements and drafting bid documents.
• Develops and maintains contract databases and analyzes budgeted vs. expended amounts.

Responsibilities

• Reviews bid files, evaluates proposals and supports award recommendations.
• Monitors contractor performance for compliance with terms and conditions.
• Develops reports on contractor performance, expenditures, and spend history for management review.
• Leads site visits to educate contractors on contract requirements and audit payroll records as needed.
• Researches inquiries from stakeholders and responds with accurate contractual information.

Skills

Contract management

Bid process coordination

Budget monitoring

Data analysis

Oral and written communication

Negotiation

Regulatory knowledge

Documentation

Job description

About This Position

About Austin-Bergstrom International Airport

Owned by the City of Austin and operated by the Department of Aviation, Austin-Bergstrom International Airport is an economic engine, supplying over 74,000 direct and indirect jobs in the Central Texas region. Now, as we build the airport's largest improvement program in its history, we are redefining the travel experience in one of the fastest-growing cities in the United States. This is an exciting opportunity to join the team behind Journey With AUS, the airport's expansion and development program, where bold ideas, cutting-edge infrastructure, and a shared commitment to excellence are taking flight.

Job Description:

• Purpose: Under limited supervision, develops and manages complex contracts and grants.

Duties, Functions and Responsibilities:

• 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, contracting practices, regulations, policies and techniques.
• Knowledge of contract development, contract language, terms, conditions, etc.
• Knowledge of Federal, State and Local laws.
• Knowledge of city practice, policy and procedures.
• Skill in oral and written communication.
• Skill in handling multiple tasks and prioritizing.
• Skill in using computers and related software applications.
• Skill in data analysis and problem solving.
• Skill in planning and organizing.
• Ability to evaluate contract agreements.
• Ability to write specific terms or conditions for contracts.
• Ability to enforce contractual obligations.
• Ability to evaluate contractor performance
• Ability to resolve complex problems.
• Ability to leading a work group.
• Ability to work with frequent interruptions and changes in priorities.
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