Contracts Administrator II

Port of Portland; Portland (OR); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Hybrid work schedule

Office with Mt Hood view

Job summary

The Port of Portland is seeking a Contracts Administrator II for a limited-duration role to support a diverse real estate portfolio, including leases, permits, and related contracts. You will maintain documents, monitor key terms, and coordinate with tenants, staff, and partners to ensure timely, accurate contract administration.

This position offers a hybrid schedule with in-office days and exposure to public-sector real estate operations, with potential for extension based on business needs.

Qualifications

• Bachelor's Degree in Business, Public Administration, or related field.
• Minimum two (2) years of contract administrator experience, or equivalent experience in property-related contracts.
• Knowledge of drafting and reviewing lease agreements is preferred.
• Real estate principles and legal terms are preferred.

Responsibilities

• Draft, edit, and prepare standard, template-based, or moderately complex leases, amendments, permits, assignments, or other real estate related contract documents.
• Track progress toward ongoing negotiations and ensure deadlines and customer timelines are met.
• Organize and prepare exhibits/attachments and ensure version control.
• Identify and escalation non-standard terms to senior contract administrator or senior manager.
• Coordinate appropriate stakeholder document review.
• Prepare final documents for signature and manage execution packages.
• Enter all executed contracts into the property management system, including critical lease information.

Skills

Contract drafting

Lease negotiations

Real estate contracts

Public sector experience

Org. & time management

Education

Bachelor's Degree: Business / Public Administration

Tools

Contract management software

MS Word

MS Excel

Property management system

Job description

The Position

The Port of Portland is hiring for a limited duration Contracts Administrator II!

A note from the hiring manager: This limited-time-duration position offers an opportunity to support the Port of Portland's diverse marine and industrial real estate portfolio and work directly with leases, sales agreements, permits, and other property-related contracts. You'll help keep agreements organized and on track, monitor key terms and obligations, and work with staff, tenants, and business partners to ensure contracts are administered effectively. It's a great opportunity to gain hands-on experience in public-sector real estate and contribute to the Port's work supporting regional trade and economic development.

Who we are: The Portland International Airport (PDX), Oregon's largest and most dynamic airport, serving as a gateway to the Pacific Northwest. PDX is renowned for its exceptional customer service, operational efficiency, and commitment to sustainability. Recognized consistently as one of the best airports in the United States, we pride ourselves on offering a world-class travel experience to all our passengers.

What you'll get: We offer a flexible hybrid schedule that supports work-life balance while encouraging in-person collaboration. Team members are generally expected to be in the office up to three days per week, with specific days subject to change based on operational needs. PLUS, our office overlooks the beautiful Mt Hood, you get the opportunity to watch planes take off, and so much more!

Please note: This is a limited-duration position expected to last approximately 24 months, with the potential for extension based on business needs.

Essential Job Duties

Contract Drafting & Stakeholder Coordination and System Entry:

• Draft, edit, and prepare standard, template-based, or moderately complex leases, amendments, permits, assignments, or other real estate related contract documents.
• Track progress toward ongoing negotiations and ensure deadlines and customer timelines are met.
• Organize and prepare exhibits/attachments and ensure version control.
• Identify and escalation non-standard terms to senior contract administrator or senior manager.
• Coordinate appropriate stakeholder document review.
• Prepare final documents for signature and manage execution packages.
• Enter all executed contracts into the property management system, including critical lease information.

Compliance Administration:

• Communicate with tenants on routine follow up items related to insurance, deliverables, or documentation.
• Review, forward and track annual property tax bills to tenants and/or finance for payment.
• Apprise county assessors of all lease changes.
• Escalate delinquent tax information to the appropriate individuals.
• Maintain contracts in the property management system.
• Generate, follow up on, and process system reports.
• Generate quarterly critical date reports.

Public Records Requests; Contract Administration Special Projects:

• Respond to public records requests related to Port properties and maintain the record disposition schedule.
• Support special projects by preparing documentation, assembling drafts, and coordinating reviews.
• Perform assigned tasks related to closing or transactional due diligence under guidance from the senior contract administrator or senior manager.
• Other special projects as assigned related to contract administration and the property management system.

Minimum Qualifications

Education and Experience:

• Bachelor's Degree: Business, Public Administration, or related field.
• Minimum two (2) years of contract administrator experience, or equivalent experience, i.e., property related contracts or other field. Or, the equivalent combination of education and experience.
• Knowledge of drafting and reviewing lease agreements is preferred.
• Real estate principles and legal terms is preferred.

Demonstrated Skills & Knowledge

• Demonstrate commitment to valuing differences among individuals and a passion for being inclusive.
• Focus on safety improvements and comply with safety and health policies and procedures.
• Show the utmost respect for others and act as a team player.
• Contract creation and administration.
• Contract language and its ramifications to related policies and procedures.
• Use word processing, spreadsheet applications and contract management computer systems.
• The ability to work well under pressure to meet tight deadlines, perform high volume of work, with a high level of detail and accuracy.
• Perform intermediate math functions.
• Learn and apply a broad knowledge of administrative procedures and office operations.
• Document contractual information.
• Balance priorities with a heavy workload and multiple clients often over extended periods of time.
• Accuracy with contract language and organization.
• Communicate and complete contractual projects with diverse Port workgroups.

Supplemental and Selection Information

Selection Process (tentative schedule)

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of September 20.
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials including any responses to the supplemental questionnaire.
3. Our goal is to schedule interviews with candidates that successfully passed the SME evaluation step on October 8.

About us

At the Port of Portland, we use everything we have - our three airports, three working marine terminals, six business parks, and all the resources, expertise, and experience behind them - to move with purpose, connecting people with powerful opportunities and creating value for our region. We know that every person we hire, business we work with, contract we sign and decision we make is a chance to make someone's life better. And we'll use our power and influence to unlock new opportunities and ensure more people share in our region's success. With YOUR help - together with our partners, customers, and community - we'll help drive meaningful change!

Do you have questions about this job?

Contact us: [e-mail]

Safety:

The Port promotes safety as a Core value and we seek to eliminate harm through a culture of active prevention, curiosity, evaluation, and action. We comply with safety and health policies and procedures and consistently look for improvements that support operational excellence.

Equal Opportunity Employer:

The Port of Portland is dedicated to maintaining and improving a work environment, which extends equal opportunity to all individuals, regardless of their race, color, sex, age, religion, national origin, marital status, veteran status, disability or sexual orientation. Employment decisions shall be made in such a manner as to further the principle of equal employment opportunity and to comply with state, federal and local laws. We affirm through this policy statement our continuing commitment to the principles of nondiscrimination.

Veterans Preference:

Under Oregon law, qualified veterans may be eligible for veterans' preference when applying for Port of Portland positions. If you are a veteran and would like to be considered for a veteran's preference for this job, please provide the qualifying documents as instructed during the application process.

Background Checks and Drug Testing:

The Port of Portland will conduct background checks and/or drug tests for positions where such tests are required by regulation and for other safety-sensitive positions.

ADA Accommodation:

Accommodations will be considered for applicants or candidates with a qualifying disability that prevents them from participating in this process. Accommodations will be made where the Port can reasonably do so without imposing an undue hardship on the business or compromising the integrity of the recruitment process. An applicant with any disability who believes that they need an accommodation should contact Human Resources: call 503-415-6690 or email [e-mail].

Know Your Rights: Workplace Discrimination is Illegal

https://www.eeoc.gov/know-your-rights-workplace-discrimination-illegal