Senior Contract Specialist (Federal Programs)

Port Authority of NY & NJ•Jersey City, NJ

5d•Hybrid

About The Position

The Port Authority of NY & NJ is seeking a highly skilled Senior Contract Specialist to support the Professional Services Unit within the Engineering Operations Division. This role plays a critical part in the management and delivery of Federal and non-Federal consultant services programs that advance the Agency’s Capital Plan and other high-priority initiatives. The ideal candidate will bring deep expertise in federal procurement, grant-funded programs, and contract administration to ensure the successful execution of complex engineering agreements.

Requirements

Bachelor’s degree in Business Administration, Public Administration, Engineering, or a related field.
Minimum 5 years of experience in contract procurement, contract administration, project support, or a similar role.
Minimum 2 years of experience supporting grant-funded procurements and federal audit requirements.
Experience working with SAP, AVM, ERP systems, and OpenText.
Experience supporting projects or contracts valued at $100,000 or more.
Advanced proficiency in SharePoint (file management, folder creation, permissions, tracking).
Advanced proficiency in Excel (data entry, linked ledgers, formulas, data validation, basic macros).
Advanced proficiency in Adobe Acrobat (editing, combining, preparing official documents).
Demonstrated ability to communicate professionally with staff at all levels, including executive leadership.
Strong organizational skills with the ability to work independently, manage competing priorities, and meet deadlines in a fast-paced environment.
Excellent written and verbal communication skills.
Ability to remain composed under pressure while managing shifting priorities.
Strong analytical and problem-solving skills, with attention to detail and accuracy.

Nice To Haves

Experience with B2Gnow or similar compliance/reporting platforms.
Knowledge of task order or call-in programs and related procurement processes.
Familiarity with federal reimbursement procedures and documentation standards.
Experience supporting engineering, construction, or infrastructure-related contracts.
Understanding of cost-plus, fixed-fee, and overhead rate structures.
Experience preparing materials for internal or external audits.

Responsibilities

Ensure full compliance with federal procurement guidelines for grant-funded projects (FRA, FTA, FEMA, and others).
Prepare and review cost analyses, procurement memos, RFP documentation, evaluations, notices to proceed, and related materials.
Create, organize, and maintain audit-ready documentation, including electronic filing and correlation of large volumes of emails and supporting records.
Collaborate with Procurement, Legal, Finance, and other departments to interpret grant terms, confirm required attachments, and ensure adherence to fixed fees and audited overhead rates.
Perform administrative data entry and tracking for Engineering agreements and associated task orders/purchase orders.
Coordinate with Agreement Project Managers and Task Leads to ensure task order requests comply with Engineering Department call-in and task order guidelines.
Lead the procurement of task orders for multiple Engineering Divisions, ensuring timely and accurate processing.
Support the authorization and implementation of new and replacement task order programs.
Provide operational support for the B2G platform, including running reports, reconciling missing or outdated information, and updating vendor entries.
Prepare and present monthly and quarterly compliance reports to internal stakeholders.
Serve as a subject-matter resource on procurement procedures, documentation standards, and grant-funded program requirements.
Identify opportunities to streamline workflows, improve documentation practices, and enhance data accuracy.
Support internal and external audits by preparing materials, responding to inquiries, and ensuring documentation completeness.