Contracts & Procurement Administrative Specialist
About The Position
Assignment: Contract Support Assistant Key Responsibilities and duties: 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 update in vendor meetings. Prepare and submit account code requests. Generate purchase order summary reports to provide to leadership. Provide status update on vendor invoice inquiry.
Requirements
- Strong experience with data entry and navigating complex computer and financial systems
- Foundational contract administration skills such as reviewing scopes of work, change orders, invoices, and procurement documents
- Proficient 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 communication skills—both written and verbal
- Organizational abilities
- Accurate record‑keeping
- Multitasking
- Sound judgment
- Independent problem‑solving
- Ability to interpret and apply policies and procedures
- Producing administrative and financial reports
- Conducting research
- Preparing recommendations
- Maintaining filing systems
- Delivering excellent customer service
- Working effectively with staff, management, vendors, and partner agencies
- Self‑starter who can work independently while collaborating well across departments
Responsibilities
- Enter requisitions into the financial system to generate purchase orders
- Support the contracts team in timely procurement actions
- Review and process change order requests
- Review and process invoices for payment
- Proofread scopes of work, independent cost estimates, change orders, and related documents
- Review procurement and compliance documentation for completeness
- Provide support to project managers on pre procurement and post award tasks
- Prepare vendor invoice reports and provide update in vendor meetings
- Prepare and submit account code requests
- Generate purchase order summary reports to provide to leadership
- Provide status update on vendor invoice inquiry
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
