Contracts Administrator II

Contracts Administrator II

The Port of Portland is hiring for a limited duration Contracts Administrator II! This limited-time-duration position offers an opportunity to support the Port of Portland's diverse marine and industrial real estate portfolio and work directly with leases, sales agreements, permits, and other property-related contracts. You'll help keep agreements organized and on track, monitor key terms and obligations, and work with staff, tenants, and business partners to ensure contracts are administered effectively. It's a great opportunity to gain hands-on experience in public-sector real estate and contribute to the Port's work supporting regional trade and economic development. The Portland International Airport (PDX), Oregon's largest and most dynamic airport, serving as a gateway to the Pacific Northwest. PDX is renowned for its exceptional customer service, operational efficiency, and commitment to sustainability. Recognized consistently as one of the best airports in the United States, we pride ourselves on offering a world-class travel experience to all our passengers.

We offer a flexible hybrid schedule that supports work-life balance while encouraging in-person collaboration. Team members are generally expected to be in the office up to three days per week, with specific days subject to change based on operational needs. PLUS, our office overlooks the beautiful Mt Hood, you get the opportunity to watch planes take off, and so much more!

Please note: This is a limited-duration position expected to last approximately 24 months, with the potential for extension based on business needs.

Essential Job Duties

Contract Drafting & Stakeholder Coordination and System Entry:

• Draft, edit, and prepare standard, template-based, or moderately complex leases, amendments, permits, assignments, or other real estate related contract documents.
• Track progress toward ongoing negotiations and ensure deadlines and customer timelines are met.
• Organize and prepare exhibits/attachments and ensure version control.
• Identify and escalate non-standard terms to senior contract administrator or senior manager.
• Coordinate appropriate stakeholder document review.
• Prepare final documents for signature and manage execution packages.
• Enter all executed contracts into the property management system, including critical lease information.

Compliance Administration:

• Communicate with tenants on routine follow up items related to insurance, deliverables, or documentation.
• Review, forward and track annual property tax bills to tenants and/or finance for payment.
• Apprise county assessors of all lease changes.
• Escalate delinquent tax information to the appropriate individuals.
• Maintain contracts in the property management system.
• Generate, follow up on, and process system reports.
• Generate quarterly critical date reports.

Public Records Requests; Contract Administration Special Projects:

• Respond to public records requests related to Port properties and maintain the record disposition schedule.
• Support special projects by preparing documentation, assembling drafts, and coordinating reviews.
• Perform assigned tasks related to closing or transactional due diligence under guidance from the senior contract administrator or senior manager.
• Other special projects as assigned related to contract administration and the property management system.

Minimum Qualifications

Education and Experience:

• Bachelor's Degree: Business, Public Administration, or related field.
• Minimum two (2) years of contract administrator experience, or equivalent experience, i.e., property related contracts or other field. Or, the equivalent combination of education and experience.
• Knowledge of drafting and reviewing lease agreements is preferred.
• Real estate principles and legal terms is preferred.

Demonstrated Skills & Knowledge:

• Demonstrate commitment to valuing differences among individuals and a passion for being inclusive.
• Focus on safety improvements and comply with safety and health policies and procedures.
• Show the utmost respect for others and act as a team player.
• Contract creation and administration.
• Contract language and its ramifications to related policies and procedures.
• Use word processing, spreadsheet applications and contract management computer systems.
• The ability to work well under pressure to meet tight deadlines, perform high volume of work, with a high level of detail and accuracy.
• Perform intermediate math functions.
• Learn and apply a broad knowledge of administrative procedures and office operations.
• Document contractual information.
• Balance priorities with a heavy workload and multiple clients often over extended periods of time.
• Accuracy with contract language and organization.
• Communicate and complete contractual projects with diverse Port workgroups.

Supplemental and Selection Information

Selection Process (tentative schedule):

1. A minimum qualification evaluation of education, training, and experience of submitted application packets will take place by Human Resources the week of September 20.
2. A Subject Matter Expert (SME) Panel will perform an evaluation of experience and training taken from your employment application materials including any responses to the supplemental questionnaire.
3. Our goal is to schedule interviews with candidates that successfully passed the SME evaluation step on October 8.

Benefits

At the Port of Portland, we strive to offer a holistic and comprehensive benefits package for employees and their families. We care about your health by offering highly-subsidized healthcare plans that include alternative care. We look out for you and for family by paying for life and accidental death & dismemberment (AD&D) insurance, short-term and long-term disability coverage. We participate in the Oregon Public Employees Retirement System (PERS) retirement program. We provide access to additional coverage and benefits including pre-tax spending accounts, voluntary term life insurance, a deferred compensation plan, and critical illness and accident insurance policies. We go above and beyond by offering an award-winning wellness program for all employees to engage in. Employees can tend to their physical and mental health, earn rewards, and create community. Our employee assistance program supports the Port's commitment to emotional and mental well-being by providing mental health services, discounts on local gyms, and pet insurance for companions. Our commitment to work-life balance ensures you have time to spend with loved ones and do the things you enjoy. We offer generous vacation time that accrues with length of service, sick leave that never expires and can be used for dependent care, health maintenance and mental health, and 8 weeks of paid parental leave – all in addition to 10 paid holidays. As an added bonus – because we know employees use their time off differently – once a year we give employees the opportunity to convert sick leave to personal leave, and to convert vacation leave to either cash, a retirement plan contribution, or a contribution to a Health Savings Account. Please note: Some benefits vary by job type/group, so please be sure to review your comprehensive benefit guide and/or collective bargaining agreement upon hire to confirm what is available to you.