Contract Administrator & Buyer

Description

• Administer assigned contracts from execution through closeout
• Maintain complete and accurate contract files, including amendments, renewals, and supporting documentation
• Track contract terms, expiration dates, renewal options, and compliance requirements
• Ensure contract modifications and extensions are properly documented and approved
• Support compliance with FTA, City, and internal procurement requirements

• Process requisitions and issue purchase orders in accordance with procurement policies
• Verify funding availability, approvals, and documentation prior to purchase execution
• Coordinate with departments to clarify specifications, scope, and delivery requirements
• Monitor vendor performance, delivery timelines, and issue resolution
• Assist with competitive procurements, including RFQs, IFBs, and RFPs, as assigned

• Ensure all procurement actions follow established procedures and approval authority
• Maintain organized procurement records to support audits and reviews
• Flag non-compliant requests or documentation gaps for supervisory review
• Support inventory tracking and reconciliation efforts, as required
• Adhere to segregation of duties and internal control standards

• Serve as a point of contact for vendors regarding purchase orders and contract matters
• Collaborate with Finance, Grants, and user departments to support timely purchasing
• Provide status updates on procurement actions and contract activity as requested

• Bachelor’s degree in Business Administration, Public Administration, Supply Chain Management, or related field (or equivalent experience)
• Minimum 2–4 years of experience in procurement, purchasing, or contract administration
• Working knowledge of public sector procurement principles
• Experience maintaining procurement and contract documentation
• Proficiency with purchasing systems and Microsoft Office (Excel, Word, Outlook)
• Strong attention to detail and organizational skills

• Experience in a transit agency, municipality, or public authority
• Familiarity with FTA procurement requirements
• Experience supporting audits or compliance reviews
• Knowledge of inventory control processes

• Accuracy and attention to detail
• Time management and prioritization
• Compliance and rule adherence
• Professional communication
• Ability to work independently within defined procedures

• This role is execution-oriented and deadline-driven
• Adherence to procurement procedures and documentation standards is mandatory
• Performance is evaluated based on timeliness, accuracy, compliance, and audit readiness