Contract Support Assistant

Infojini Inc; Seattle (WA); On-site; USD 60,000 - 75,000; Full time

Job summary

Infojini Inc in Seattle seeks a detail-oriented procurement administrator to manage requisitions, change orders, and workflow for contracts, ensuring accuracy and compliance. You will support project managers, review invoices, generate reports, and maintain filing systems while delivering excellent customer service across vendors and internal teams.

Strong data entry, Excel, and SharePoint skills are essential, along with the ability to multitask and solve problems independently in a fast-paced

Qualifications

• Foundational data entry and handling of financial systems.
• Contract administration basics including reviewing scopes and invoices.
• Strong written and verbal communication across teams.
• Organizational skills with accurate record-keeping and multitasking ability.
• Ability to support project managers through procurement stages and cost reviews.
• Proficiency with Excel, Microsoft Office, and SharePoint.
• Independent problem solving and policy interpretation.
• Customer service mindset and cross-department collaboration.

Responsibilities

• Enter requisitions into financial system to generate purchase orders.
• Review and process change order requests with proper documentation.
• Review invoices for payment, verify coding and approvals.
• Proofread scopes of work, cost estimates, and related documents.
• Review procurement documents for completeness and follow up with PMs.
• Support project managers on pre-procurement and post-award tasks.
• Prepare vendor invoice reports and updates for vendor meetings.
• Prepare and submit account code requests.
• Generate PO summary reports for leadership.
• Provide status updates on vendor invoice inquiries.

Skills

Data entry

Contract administration

Communication skills

Organizational skills

Multitasking

Problem solving

Customer service

Cross-functional collaboration

Tools

Excel

Microsoft Office

SharePoint

Job description

• Enter requisitions into the financial system to generate purchase orders and support the contracts team in timely procurement actions.
• Review and process change order requests, ensuring accuracy, proper documentation, and compliance with procurement requirements.
• Review and process invoices for payment, verifying coding, contract alignment, and required approvals.
• Proofread scopes of work, independent cost estimates, change orders, and related documents to ensure clarity, accuracy, and completeness.
• Review procurement and compliance documentation for completeness and follow up with project managers when additional information or corrections are required.
• Provide support to project managers on pre-procurement and post-award tasks, including troubleshooting issues and responding to information or process requests.
• Prepare vendor invoice reports and provide updates in vendor meetings.
• Prepare and submit account code requests.
• Generate purchase order summary reports to provide to leadership.
• Provide status updates on vendor invoice inquiries.

Required Skills and Qualifications

• Strong experience with data entry and navigating complex computer and financial systems.
• Foundational contract administration skills, including reviewing scopes of work, change orders, invoices, and procurement documents.
• Proficiency in Excel, Microsoft Office Suite, and SharePoint.
• Ability to prepare spreadsheets, reports, correspondence, and technical documents.
• Minor project management and financial processing experience, including supporting project managers through procurement stages and reviewing invoice coding or entering requisitions.
• Strong written and verbal communication skills.
• Organizational abilities, accurate record-keeping, and multitasking skills.
• Sound judgment, independent problem-solving, and the ability to interpret and apply policies and procedures.
• Ability to produce administrative and financial reports, conduct research, prepare recommendations, maintain filing systems, and deliver excellent customer service.
• Ability to work effectively with staff, management, vendors, and partner agencies.
• Ability to work independently while collaborating effectively across departments.