Contract Specialist (October 28, 2026)

Jacksonville Port Authority; Jacksonville (FL); On-site; USD 47,000 - 67,000; Full time

Job summary

JAXPORT in Jacksonville, FL seeks a Contract Specialist to manage formal and informal procurement processes, from RFPs to contract awards. You will coordinate bid activities, ensure compliance with state and federal requirements, and support cost analysis and vendor communications.

The role requires at least three years of contract administration experience and strong written/verbal communication, with attention to regulatory detail and procurement best practices within a public-sector context.

Qualifications

• Minimum three years’ experience in contract administration, procurement, purchasing and/or buying.
• Knowledge of contracts, procurement code, contract law and related procedures.
• Excellent verbal and written communication at all levels.

Responsibilities

• Prepare bid solicitations, addendums and responses to information requests while ensuring compliance with policies.
• Coordinate prebid conferences and vendor site visits as required.
• Develop contract performance documents and assist in award recommendations with the Evaluation Committee.
• Review invoices and assist in resolving disputes between vendors and purchase orders.
• Support procurement process improvements and training on systems like MAXIMO.

Skills

Contract analysis

Bid evaluation

Vendor communications

Procurement procedures

MS Office

Contract management

Education

High School diploma or equivalent

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Contract Specialist (October 28, 2026)

Procurement Jacksonville, FL, US

2 days ago Requisition ID: 1345

Contract Specialist

Manager, Procurement Services

615

$47,224.75 – $66,664

October 28, 2026

JOB SUMMARY:

This position is responsible for the preparation and distribution of all formal and informal requests for proposals, requests for information, and requests for quotation, conducting bidder’s conferences, convening evaluation committees meetings and processing proposals from pre-bid to award of contracts. Responsible for submission of awards recommendations through the Awards Committee Board, while ensuring recommendations are in compliance with JAXPORT’s management directives and procedures and other state and federal legal requirements. Position also assists in the resolution of procurement issues where procedures may not be well defined while recommending appropriate changes to improve the procurement process.

ESSENTIAL FUNCTIONS

Public Bidding:

• Arranges all formal and informal requests for proposals, request for information, request for quotations including terms and conditions. Ensures all contracts are executed and meet user requirements including, Florida Statute Requirements, JAXPORT's Charter, Management Directives and Procedures.
• Prepares bid solicitation documents, including advertisement, addendums and other process changes required to procure all formal request for proposal. Gathers information from appropriate sources, drafts responses/addendums to requests for additional information or clarification of specifications.
• Responsible for creation and maintenance of bidder’s list and software which includes all trades, commodity codes and type of contractors associated with bidding projects.
• Conducts all mandatory prebid/preproposal conferences. Arranges vendor site visits, tours of facilities and any other assistance required by internal customers and Evaluation Committee.
• Supervises, develops and monitors prebid, bid and award process as necessary to maintain compliance with contract administration procedures.
• Conducts bid opening of proposals and reviews the results of all bid proposal openings to verify compliance and selection of conforming bids.
• Reviews all bid protests, proposed bidder disqualifications, bidder responsibilities and prepares documents for problem resolution with the assistance of the Manager of Procurement.
• Provides assistance and guidance through the bid proposal evaluation process. Prepares cost analysis spreadsheets. Acts as a liaison between bidder/proposers and Evaluation Committee Members during the evaluation process. Assists evaluation committee with review, analysis and recommendations of successful bidders.
• Prepares contract award recommendations with input from the Evaluation Committee Members and submit documentation to present contracts to JAXPORT’s Awards Committee Board.
• Ensures bid/proposal process and procedures are followed in compliance with JAXPORT’s management and directives, City of Jacksonville purchasing code, state and federal laws and regulations.

11. This position assists all departments with the procurement of capital goods and services being purchased at the lowest cost, consistent with quality, service and on-time delivery

Contract Management:

1. Coordinates the implementation of new contracts and ensures documents and contract standards are met and in compliance with JAXPORT procedures.

2. Coordinates with Risk Manager to verify that contractor’s bid bonds are in compliance with JAXPORT procedures.

3. Coordinates with SEB Coordinator to verify that contractor’s JSEB/MBE documents are in compliance with JAXPORT procedures.

4. Develops spreadsheets, reports, studies and documents detailing contract performance.

Purchasing Process:

1. Reviews and approves purchase orders, blanket purchase orders and change orders in accordance with JAXPORT’s purchasing procedures utilizing the MAXIMO procurement system.

2. Identifies and recommends new vendor supply sources to promote best practices through procurement cost reductions, improved procurement processes and effective customer service.

3. Maximizes use of efficient automated procurement systems through ongoing training, review and modification of on-line procurement processes and procedures.

4. Provides training to all users regarding procurement procedural changes, revisions, contract compliance, vendor performance and other procurement activities. Develops and conducts training programs on computerized purchasing system.

5. Monitors tax savings Invoices and coordinates systematic processing with Finance Dept.

6. Reviews and examines invoices for accuracy prior to processing and entering in the accounting system for final payments. Assists in the resolution of any disputes or discrepancies between the vendor’s invoice and the related purchase order.

7. Assist with implementing JAXPORT strategic procurement processes and guides users towards established procurement goals.

8. Assists in ensuring procurement programs and initiatives are consistent with established JAXPORT directives, procedures and regulations.

9. Prepares documents for the Procurement Department at the end of each fiscal year to close out all purchase orders and contract for capital and operating projects.

10. Assist in the collection of information and records in preparation for the Purchasing Department’s operating budget for each fiscal year.

DIRECT REPORTS

This position does not supervise employees.

OTHER DUTIES

Other duties as required or assigned.

MINIMUM REQUIREMENTS

Education:

• High School diploma or equivalent required.

Experience:

• Minimum of three years’ experience in contract administration, procurement, purchasing and/or buying in a government purchasing supplier/vendor related business and/or field required.

License/Certifications: N/A

Knowledge:

• Knowledge of contracts, procurement code, contract law and/or purchasing/buying procedures required.

Skills Required:

• Skilled in analyzing, documenting and evaluating purchasing contracts, bids and requests for proposals.
• Excellent verbal and written communications at all levels of the organization.
• Ability to write, interpret and communicate contract language to bid proposers, vendors and suppliers.
• Proficiency in Microsoft Office Suite.
• Abilityto organize, prioritize and implement multiple projects, contracts and proposals and be able to respond to short deadlines.

Travel: None

Other Requirements:

• Must be able to obtain and maintain a Transportation Workers Identification Credential (TWIC) during employment.

Physical Requirements:

ADA Compliant

Physical Demand

Rarely/Never

Occasionally

(0-10%)

Occasionally

(11-40%)

Frequently

(41-79%)

Constantly

(80-100%)

Must be able to remain in a STATIONARY POSITION .

MOVE, TRAVERSE inside office or on JAXPORT property to accomplish specific job duties.

OPERATE, USE OR HANDLE equipment, tools, computers, firearms and other office machinery.

ASCEND, DESCEND, WORK ATOP, TRAVERSE on ladders, equipment and buildings to perform maintenance and safety functions. Heights up to 200 feet.

POSITION SELF (to), MOVE to maintain or repair equipment on terminal or in office.

DETECT, DETERMINE, IDENTIFY, RECOGNIZE, OBSERVE, INSPECT to read, drive, use computers or perform terminal operational functions.

COMMUNICATE, DETECT, CONVERSE WITH, CONVEY, EXCHANGE INFORMATION with others via radio, telephone. Ability to listen to equipment to troubleshoot.

CARRY

MOVE, TRANSPORT, POSITION, INSTALL, REMOVE material or equipment relevant to job.

Occasionally

Frequently

10 lbs or less

11–25 lbs

26-50 lbs

51-75 lbs

Occasionally

Frequently

10 lbs or less

11-25 lbs

26-50 lbs

51-75 lbs

Working Conditions:

Relatively free from unpleasant environmental conditions or hazards. Office environment or local travel for meetings or functions.

JAXPORT will make reasonable accommodations in compliance with the American with Disabilities Act

AN EO/EA, ADA AND VETERANS PREFERENCE EMPLOYER