The Contract Specialist is responsible for tracking public purchasing contracts and renewal documents for the Indianapolis Airport Authority. This professional purchasing position works with considerable independence and authority, and is responsible for ensuring statutory provisions and policies related to purchasing and contract management are met utilizing sound business judgment. The Contract Specialist assists in the development of documents, which includes forms, renewal, contracts, contract templates, and working with the business owner to facilitate the execution of public purchasing contracts and renewals. The Contract Specialist works closely with all operational areas to understand contract terms to ensure contract compliance in support of the Airport's strategic operational objectives and required regulations. This individual will play a critical role in ensuring contracts and renewals are prepared in a timely manner to support airport operations associated with the Indianapolis Airport Authority. The Contract Specialist's focus is also on the "business relationship" to promote a positive and effective relationship between all parties and assist in resolving contract issues. Aspects include obtaining feedback from business partners on performance of contracted suppliers.
The Contract Specialist works closely with the business owners and legal department to ensure the contract/renewal process meets statutory requirements while providing a tool to support contract compliance and the best use of resources to achieve the ultimate end results for IAA.
The Contract Specialist will manage the day to day administration of operating contract and renewal tracking. The Contract Specialist must be driven to constantly seek continuous improvement, compliance, and the achievement of best practices.
The Contract Specialist also utilizes and provides input to contract tracking systems and database applications and will provide reporting.
Assist staff in development and preparation of accurate contracts and renewal documents.
Administer, provide training and manage configuration/maintenance of the purchasing contract/renewal tracking system(s).
Function as the Procurement Department contract expert.
Distribution of documents to appropriate business partners, legal and suppliers as required.
Schedule and coordinate any supplier visits required during procurement process including preproposal meetings.
Document any contract compliance issues, action plans and results, etc., in a timely manner.
Develop and maintain tool for performance tracking and reporting of contracted suppliers.
Schedule and facilitate all meetings needed to review and evaluate performance of contracted suppliers in a pro-active manner providing sufficient time for review of documents.
Prepare complete files contracts/renewals received and supporting documents for public inspection if requested.
Update performance and contract tracking system at a minimum every 2 weeks to ensure matrix reporting provided to management is up to date.
Work with the Supplier Diversity Department to determine minority, woman, veteran, and disadvantaged business enterprise regarding contract obligations.
Procurement Responsibilities to include the solicitation and recommendation of award process for supplies, services and equipment.
Assist staff in development and preparation of accurate and complete scope of work, proposer requirements, specifications, and evaluation criteria that allow competitive opportunities.
Reviewing documents for request for proposal (RFP), request for qualifications (RFQual), request for information (RFI) and other types of solicitations as needed for procurement of services including professional services for completeness and accuracy.
Ensure compliance with local, state, and federal regulations.
Follow and monitor compliance of internal policies and procedures related to purchasing and payment of invoices.
Ability to perform additional duties, as assigned.
B.S. in a business major from an accredited four-year college or university.
2-4 years progressive purchasing and contract experience in corporate or governmental public sector; purchasing certifications a plus.
Significant experience working with contracts, renewals, purchasing documents and maintaining supplier relationships.
Knowledge of federal and state purchasing statutes and regulations preferred.
Experience in Microsoft Excel, and data queries. Pivot tables experience is a plus.
Must be able to understand federal and state purchasing statutes and regulations.
Professional written and verbal communication and interpersonal skills. Ability to motivate teams to produce quality materials within tight timeframes and simultaneously manage several projects. Ability to participate in and facilitate group meetings.
Experience in Microsoft Office applications and Oracle procurement modules a plus.
Indianapolis International Airport