Contract Management Support

AECOM•Sacramento, CA

3d•Onsite

About The Position

AECOM is seeking Contract Management Support for one of our offices in Sacramento, CA. This role will support with the administration and oversight of active contracts and procurement agreements. This position ensures compliance with legal and regulatory standards, supports contract managers with reviews of task orders, invoices, and amendments, and provides timely, detailed analysis and recommendations. Applies knowledge and utilization of both efficient procurement processes, market research, and good business management to ensure timely delivery of goods and services to the customer. Throughout the life of the A/E, supply, construction, information technology, utility and service contract, maintains liaison with the contractor to interpret contractual obligations and provide problem resolution under the direction of the Contract Manager/CAHSR. Coordinating with legal, finance, and other departments ensuring compliance with legal and regulatory requirements. Implementing contract management policies and procedures and identifying areas for improvement. Develops and maintains a centralized contract repository, updates electronic contract files and databases, ensuring control and accessibility to ensure audit readiness and transparency. Identifies and mitigates contractual risks by proactively monitoring key terms, deliverables, and deadlines. Analyzes contractor performance via reports and deliverables. Drafts, edits, and reviews correspondence, meeting materials, and reports related to contract performance. Compiles information to support the SSM I, contract managers, and additional leadership for audit readiness, monthly reports, and special projects. Coordinates contract amendments, renewals, and terminations in collaboration with legal and project teams. Tracks and reports on Contract Manager (Authority), compliance metrics, and vendor performance to inform strategic decisions. Supports contract managers with client requirements, including preparing spreadsheets, documents, and emails. Assists in resolving contract compliance issues by gathering documentation and coordinating corrective actions. Identifies performance gaps and recommends solutions to enhance contract compliance and efficiency. Conducts post-award contract reviews to ensure lessons learned are captured and applied to future agreements. Maintains up-to-date knowledge of federal, state, and local procurement regulations and integrates changes into contract practices, to include maintain training materials, templates, and job aids to ensure they are up to date with current laws, regulations, and Authority policies. Collaborate with subject matter experts to ensure accuracy and relevance of training content. Develop standardized procurement and contract administration tools, templates, and processes to ensure consistency across the Authority. Assist in the creation of instructional guides, reference manuals, and e-learning modules. Supports internal audits and external reviews by providing complete and accurate contract documentation and compliance evidence. Provide training and guidance on contract-related issues to teammates/staff Provides review and technical guidance supporting contract managers in verifying contractor invoices in accordance with the executed contracts, and governing laws/regulations. Manage documentation through the contract management life cycle and ensure the documents are stored and the files are organized per established procedures and guidelines. Validate that addition/change of personnel or sub-contractor has all the required support documentation and has been approved by the Contract Manager prior to invoice submittal. Responds to customer and supplier inquiries about order status, changes, or cancellations in a timely manner supporting CAHSR needs. Collaborates with on-site personnel to gather and assemble records for invoicing, investigations, collecting and reviewing contractor and subcontractor payroll, and communicate concerns regarding non-compliance/non submittal issues, violations, invoice deficiency with Contract Manager. Analyzes, prepares, and approves invoices by comparing services rendered to contract language. Ensures cost is appropriate and within the scope of the contract. Under management’s supervision, compares prices, specifications, and delivery dates to support preparation of contractual documentation. Contributes to the overall success of the PDS and CAHSR office by performing all other duties and responsibilities as assigned.

Requirements

BA/BS + 4 years of relevant experience or demonstrated equivalency of experience and/or education
Minimum Four (4) years’ experience in contract management, the principles, contractual terms, pricing structures, pricing tools and data systems, project support, finance, contracting, or proposals.
Ability to continuously improve in a team environment, working with other departments involved in process and execute timely.
Strong interpersonal and communication skills.

Nice To Haves

Bachelor’s Degree (or higher degree) from an accredited educational institution authorized to grant baccalaureate degrees in Business, Acquisitions, Legal or related field.
FAC-C Professional or equivalent
CFCM, CPCM
Federal Contracting Warrant

Responsibilities

Support with the administration and oversight of active contracts and procurement agreements.
Ensure compliance with legal and regulatory standards.
Support contract managers with reviews of task orders, invoices, and amendments.
Provide timely, detailed analysis and recommendations.
Apply knowledge and utilization of efficient procurement processes, market research, and good business management.
Interpret contractual obligations and provide problem resolution under the direction of the Contract Manager/CAHSR.
Coordinate with legal, finance, and other departments ensuring compliance with legal and regulatory requirements.
Implement contract management policies and procedures and identify areas for improvement.
Develop and maintain a centralized contract repository, update electronic contract files and databases.
Identify and mitigate contractual risks by proactively monitoring key terms, deliverables, and deadlines.
Analyze contractor performance via reports and deliverables.
Draft, edit, and review correspondence, meeting materials, and reports related to contract performance.
Compile information to support leadership for audit readiness, monthly reports, and special projects.
Coordinate contract amendments, renewals, and terminations in collaboration with legal and project teams.
Track and report on Contract Manager (Authority), compliance metrics, and vendor performance.
Support contract managers with client requirements, including preparing spreadsheets, documents, and emails.
Assist in resolving contract compliance issues by gathering documentation and coordinating corrective actions.
Identify performance gaps and recommend solutions to enhance contract compliance and efficiency.
Conduct post-award contract reviews to ensure lessons learned are captured and applied to future agreements.
Maintain up-to-date knowledge of federal, state, and local procurement regulations and integrate changes into contract practices.
Collaborate with subject matter experts to ensure accuracy and relevance of training content.
Develop standardized procurement and contract administration tools, templates, and processes.
Assist in the creation of instructional guides, reference manuals, and e-learning modules.
Support internal audits and external reviews by providing complete and accurate contract documentation and compliance evidence.
Provide training and guidance on contract-related issues to teammates/staff.
Provide review and technical guidance supporting contract managers in verifying contractor invoices.
Manage documentation through the contract management life cycle and ensure files are organized per established procedures and guidelines.
Validate that addition/change of personnel or sub-contractor has all required support documentation and has been approved by the Contract Manager prior to invoice submittal.
Respond to customer and supplier inquiries about order status, changes, or cancellations.
Collaborate with on-site personnel to gather and assemble records for invoicing, investigations, collecting and reviewing contractor and subcontractor payroll, and communicate concerns regarding non-compliance/non submittal issues, violations, invoice deficiency with Contract Manager.
Analyze, prepare, and approve invoices by comparing services rendered to contract language.
Ensure cost is appropriate and within the scope of the contract.
Compare prices, specifications, and delivery dates to support preparation of contractual documentation.
Perform all other duties and responsibilities as assigned.