Portfolio Operations Specialist Level 1

Ascendum System Private Limited; Cincinnati (OH); On-site; USD 60,000 - 90,000; Full time

Job summary

Ascendum System Private Limited is seeking a Contract Management Specialist in Cincinnati, OH. The role focuses roughly 75% on contract management and 25% on broader portfolio operations support, reporting to Portfolio Operations.

Local candidates are preferred for potential in-office work if the role converts to a full-time position. The ideal candidate brings 3–5 years in contract management, strong Excel and organizational skills, and experience with IT labor/service contracts.

Qualifications

• 3–5 years of contract management experience, preferably IT labor/services contracts.
• Solid understanding of IT services and labor contracting concepts.
• Experience managing multiple contracts, deadlines, renewals, and stakeholder requests.
• Strong organizational skills with attention to detail and follow-through.
• Excellent written and verbal communication with stakeholders.
• Proficient Excel skills and budgeting awareness.
• Ability to initiate follow-up proactively without direction.

Responsibilities

• Manage contract activities including new requests, change requests, renewals, and extensions.
• Proactively track contract expiration dates and engage stakeholders before renewals.
• Coordinate with portfolio leads to understand requirements, changes, timelines, and renewals.
• Review contract requests for completeness and ensure required information is captured.
• Manage multiple contracts and follow-ups while respecting deadlines.
• Support IT labor and services contracts including managed services, fixed-bid, and time-and-materials.
• Collaborate with sourcing teams, vendors, portfolio leads, and stakeholders through the contract process.
• Place Coupa purchase orders and support related purchasing and invoicing.
• Assist with operating budget tracking and other Portfolio Operations activities.
• Maintain contract and operational data in applicable systems and trackers.
• Identify upcoming needs and proactively follow up with stakeholders.
• Support planning of contract renewals to improve predictability.

Skills

Contract management

IT contracting

Multi-contract management

Organization

Communication

Excel

Proactiveness

Tools

ServiceNow

Coupa

Job description

Location: Cincinnati, OH. There is a preference for candidates who are local, as in office would be required if/when the role coverts to FTE. Primary Focus: 75% contract management / 25% broader portfolio operations support

Responsibilities

• This Contract Management Specialist will be responsible for supporting functional areas of Portfolio Operations within a product-led organization, with a primary focus on contract management.
• This role will support the lifecycle of IT labor and services contracts, including new requests, change requests, renewals, purchase orders, and related financial and operational activities.
• Under general supervision of a Portfolio Operations Lead and in partnership with portfolio and sourcing teams, this individual will manage multiple contract activities at varying stages, proactively monitor upcoming deadlines, and work with stakeholders to ensure requests are complete and prepared to move efficiently through the contracting process.
• Approximately 75% of the role will focus on contract management, with additional support provided across other Portfolio Operations functions as needed.

Key Responsibilities

• Manage contract activities including new requests, change requests, renewals, and extensions.
• Proactively track contract expiration dates and engage stakeholders in advance of upcoming renewals.
• Coordinating with portfolio leads to understand contract requirements, changes, timelines, and renewal need.
• Review contract requests for completeness and help ensure required information is captured before moving through the sourcing process.
• Manage multiple contracts and follow-up activities simultaneously while maintaining strong attention to deadlines and detail.
• Support IT labor and services contracts, including managed services, fixed-bid, and time-and-material engagements.
• Partner with sourcing teams, vendors, portfolio leads, and other stakeholders throughout the contract process.
• Place Coupa purchase orders and support related purchasing and invoicing activities.
• Assist with operating budget tracking and other financial or Portfolio Operations activities as needed.
• Maintain accurate contract and operational information within applicable systems and tracking tools.
• Identify upcoming needs and proactively follow up with stakeholders to keep contract activity moving forward.
• Help support planning of contract renewals throughout the year to improve predictability and avoid unnecessary delays.
• Communicate status, risks, and outstanding actions clearly to appropriate stakeholders.

Qualifications

• 3–5 years of contract management experience, preferably supporting IT labor, services, or technology-related contracts.
• Understanding of IT services and labor contracting concepts, including managed services, fixed-bid, and time-and-material agreements.
• Experience managing multiple contracts, deadlines, renewals, and stakeholder requests simultaneously.
• Strong organizational skills with excellent attention to detail and follow-through.
• Strong written and verbal communication skills with the ability to work effectively with portfolio leads, sourcing teams, vendors, and other stakeholders.
• Strong Excel skills and comfort working with budget, financial, and contract-related information.
• Demonstrated ability to work proactively, anticipate upcoming needs, and initiate follow-up without waiting for direction.

Required Skills

• Contract lifecycle management, including renewals, changes, and proactive deadline tracking
• Strong organization and attention to detail while managing multiple contracts simultaneously
• Excel, budgeting, purchase orders, and related financial/operational processes

Soft Skills

• Strong communication and listening skills
• Attention to detail
• Collaboration
• Initiative and proactive follow-up
• Ability to manage multiple priorities and shifting timelines

Preferred Skills

• Experience using ServiceNow for contract or workflow management.
• Experience using Coupa or a comparable procurement platform.
• Experience with purchase orders, invoicing, budgeting, or related financial processes.