Contract and Vendor Management Specialist

New York State Housing Finance Agency • New York, NY

6d

About The Position

The Contract and Vendor Management Specialist works with HCR’s Affordable Housing Corporation and assists the Vice President of Contracts and Administration with professional services procurements, contract administration, vendor management, compliance, and financial tracking. The role manages contract lifecycle activities across seven agencies and multiple revenue streams, supports procurement processes and vendor due diligence, reviews contractual obligations and compliance documentation, and monitors contract spending and financial activity. The specialist also coordinates contract submissions and approvals, communicates with vendors, prepares reports, supports MWBE and SDVOB compliance, and works with Finance Administration, Legal, program teams, and other partners to ensure timely and compliant contract administration. This is not a civil service position, and a civil service exam is not required.

Requirements

• Bachelor’s degree and at least three years of professional experience managing New York State and/or federal contracts.
• Experience in State or local government and familiarity with State and Federal contracting processes.
• Project coordination experience, including managing multiple assignments, coordinating with stakeholders, and prioritizing deliverables.
• Contract management and compliance experience supporting State and Federal program operations.
• Professional writing and documentation skills, including drafting, editing, and reviewing program materials.
• Analytical and technical skills, including experience with database systems and Excel macros.
• Exceptional communication skills, advanced writing, editing, and documentation abilities, and experience communicating with executive leadership.
• Strong organizational and analytical capabilities and a record of managing complex workloads and competing priorities.
• Demonstrated leadership, ownership of assignments, and ability to drive projects to completion.
• Ability to multitask and prioritize effectively in fast-paced, deadline-driven environments.
• Advanced problem-solving skills and ability to identify issues, evaluate options, and implement solutions.
• Ability to build collaborative relationships with internal teams, external partners, and stakeholders.
• Advanced proficiency in Word, Excel, PowerPoint, and related productivity applications.
• Sound judgment and discretion when handling confidential and sensitive information.
• Creative thinking and ability to generate practical, innovative ideas.
• Commitment to professional development and willingness to take on additional responsibility.
• Reliability and professionalism, including punctuality, strong time management, and consistent performance.
• Process-improvement orientation and ability to identify workflow enhancements and recommend solutions.
• Intellectual curiosity and willingness to explore new methods and approaches.
• Analytical mindset and ability to use logic and structured methods to solve complex problems.
• Comfort with ambiguity and resilience when navigating differing policies, shifting priorities, and multiple demands.
• Self-motivation and ability to work effectively with minimal supervision while maintaining accountability.
• Integrity, sound judgment, and ethical conduct.
• Professional confidence and ability to represent the organization effectively.
• High energy and enthusiasm for contributing to team and organizational success.
• Coachability and openness to feedback.

Nice To Haves

• Government procurement experience.

Responsibilities

• Manage HCR’s contract portfolio across seven agencies and multiple revenue streams, including lifecycle tracking, amendments, renewals, expirations, and closeout.
• Apply knowledge of procurement methods, including RFPs, RFBs, RFQs, RFIs, sole/single source, preferred source, and discretionary spend procurements.
• Support procurement and contracting activities, including vendor due diligence, eligibility verification, and contract documentation.
• Review and interpret contract terms and clauses and ensure compliance with deliverables, insurance, reporting, and payment requirements.
• Conduct vendor and contract compliance reviews and maintain required certifications, licenses, insurance, and other documentation.
• Create requisitions and purchase orders in SAP and support invoice processing and payment activities.
• Monitor contract expenditures, budgets, and spend-downs and support financial reconciliation.
• Prepare monthly, quarterly, and annual contract, procurement, and financial reports using SAP and other systems.
• Coordinate required contract submissions and approvals, including Office of the State Comptroller submissions when applicable.
• Manage vendor communications and performance, resolve contract issues, and coordinate annual vendor performance questionnaires.
• Collaborate with Finance Administration, Legal, program teams, vendors, and other partners to support timely and compliant contract administration.
• Support MWBE and SDVOB requirements and related compliance reporting.
• Review contract files and reporting for accuracy, completeness, and compliance.
• Identify process improvements, compliance risks, and opportunities to strengthen contract management practices.
• Perform other related duties as assigned.

Benefits

• Paid leave, including vacation, sick, and personal days, and Federal Holidays.
• Health insurance.
• Dental insurance.
• Vision insurance.
• Retirement benefits through the New York State & Local Employees’ Retirement System.
• 37.5-hour work week.
• Opportunity for compressed scheduling and compressed/flextime scheduling.
• 12 weeks of Paid Parental Leave.
• Paid Family Leave.
• Promotional opportunity for dedicated professionals.
• Potential eligibility for the Federal Public Service Loan Forgiveness Program.
• Cash in for Wellness program, allowing eligible employees to use sick leave accruals toward a health club membership or weight loss or smoking cessation program.
• Tuition reimbursement for job-related and non-job-related courses.
• Vacation Leave Buy-Back program, subject to approval.
• Access to Plum Benefits discounts.
• Optical, hearing aid, and podiatric expense reimbursement, up to $650 per year per family, with eligible unused balances carrying over up to $1,300.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level