Contracts Administrator

Contract Development Specialist

Requirement/Must Have:

• Experience with contract development, procurement coordination, invoice review, contract monitoring, or fiscal administration.
• Strong understanding of contract requirements, budgets, scopes of service, and invoice support documentation.
• Experience using databases, tracking systems, SharePoint, Excel trackers, or similar workflow management tools.
• Strong Microsoft Office skills, including Excel, Outlook, Word, and PowerPoint.
• Excellent written and verbal communication skills.
• Strong attention to detail and ability to maintain audit-ready records.
• Ability to manage multiple priorities, deadlines, and documentation requirements effectively.

Experience:

• Experience supporting contract planning, renewals, amendments, and closeout activities.
• Experience coordinating procurement processes and competitive contract documentation.
• Experience managing contract records, workflows, and approvals using tracking systems.
• Experience reviewing invoices for compliance with contract terms, budgets, and deliverables.
• Experience tracking expenditures, contract balances, payment status, and renewal timelines.
• Experience coordinating with program, fiscal, legal, procurement, and leadership stakeholders.

Responsibilities:

• Receive and triage contract requests from program staff and confirm funding sources, timelines, and service requirements.
• Support development of scopes of service and ensure compliance with contracting requirements and program guidelines.
• Prepare and validate contract budgets, line-item structures, and required attachments.
• Identify appropriate contract pathways including new contracts, renewals, amendments, terminations, and closeouts.
• Coordinate competitive procurement activities and ensure adherence to procurement integrity standards.
• Support development and submission of procurement documents using approved templates and scoring structures.
• Manage contract timelines, workflow stages, and required documentation to prevent service gaps.
• Use Caspio daily to initiate, track, and manage contracts, renewals, amendments, and related activities.
• Maintain accurate contract records including vendor information, funding details, term dates, and milestones.
• Review invoices for accuracy, contract compliance, budget alignment, and required supporting documentation.
• Ensure invoices are routed for payment within required timelines.
• Track invoice status, spending balances, invoicing cadence, and renewal risks.
• Identify and escalate risks such as overspending, missing documentation, delayed invoices, or contract expiration concerns.
• Provide guidance and hands-on support to program staff during contract development and execution.
• Maintain organized contract files and records consistent with audit and retention requirements.
• Provide routine contract status updates to leadership and stakeholders.

Should Have:

• Strong organizational and analytical skills.
• Ability to work independently with minimal supervision.
• Strong judgment and problem-solving abilities.
• Ability to maintain professionalism and accuracy in high-volume environments.
• Strong coordination and stakeholder management capabilities.

Skills:

• Contract Administration.
• Procurement Coordination.
• Invoice Review and Payment Processing.
• Budget and Fiscal Management.
• Contract Monitoring.
• Caspio Workflow Management.
• SharePoint and Database Management.
• Microsoft Excel, Word, Outlook, and PowerPoint.
• Documentation and Recordkeeping.
• Communication and Stakeholder Coordination.
• Risk Identification and Compliance Monitoring.

Qualification and Education:

• Bachelor’s degree in Business Administration, Public Administration, Finance, Accounting, Healthcare Administration, or related field is preferred.
• Relevant experience in contract administration, procurement, or fiscal operations may be considered in place of formal education.