Contracts Coordinator/ Sr. Specialist

• #1 Airport in North America and Indiana Chamber's Best Places to Work!
• Paid Childcare Reimbursements up to $10k/year, per child. 
• Paid Tuition Assistance up to $5,250/year
• Generous Medical, Dental, Vision and RX
• Free Healthcare through Marathon Health
• Pet Insurance
• Up to 5% Match Retirement Plan
• Generous Paid Time Off Programs & MORE 

GENERAL SUMMARY

This is a position that acts independently to administer and coordinate contractors’ and consultants’ contracts regarding design and development of Construction Projects for the Indianapolis Airport Authority (IAA).  This position is responsible for the preparation and management of correspondence with engineers and construction vendors, project managers, the IAA financial staff and Directors.  This position is solely responsible for the preparation of contract documents for the Planning and Development Department and continuously monitors and as needed, updates active contracts.  This person is works directly with project managers and Directors in the development and reviewing of Board Papers and Executive Director Papers for all Operating and Capital Projects.  This position tracks approaching deadlines and required documentation prior to contract execution.  This position is responsible for all publications and tracking new opportunities with the IAA.  In addition, this person will maintain all templates, letters and forms used in Planning and Development.  This position is responsible for training new members of Planning and Development on the processes used in the Department.  This position is also responsible for the creation of documents as requested by the leadership of Planning and Development.

ESSENTIAL FUNCTIONS

• Responsible for the administration, execution and tracking of contracts and associated documents for Capital projects including file management (electronic and paper)
• Responsible for the preparation of contract extensions and addendums
• Assisting Project Managers with planning and scheduling public Bids and other project opportunities
• Responsible for tracking consultant/engineering contract expirations
• Responsible for creating POs for operating projects and their accruals
• Responsible for the initial review of all public documents, including vendor letters, Board Memos and Exec. Director Papers, as well as bid documents
• Responsible for tracking operating projects and their corresponding POs for the department
• Responsible for updating all templates and updating staff lists
• Responsible for the preparation and tracking of the future projects list
• Responsible for submission of contracts and other documents submitted to legal department for review
• Responsible for maintaining and posting projects in PlanetBids which includes obtaining and organizing submissions from bidders, etc.
• Responsible for training new hires on processes and filing procedures
• Works with team in establishing supplier diversity goals and tracking for new projects
• Responsible for the preparation of rejection and acceptance letters
• Responsible for assisting the team with meeting and event preparation
• Other duties as assigned

MINIMUM REQUIREMENTS

• Graduation from an accredited two- or four-year college with major course work in business or any combination of education and/or with formal engineering/architectural/building construction experience that provides the knowledge, skills, and ability to perform the duties of Contract Coordinator
• Minimum of five years of relevant airport experience in engineering and construction contracts as well as capital programs
• Knowledge of computer-based software (i.e., Microsoft word, Excel, Outlook, etc.)
• Must have a valid driver’s license and a good driving record
• Effectively communicate and comprehend English, both orally and in writing
• Ability to work in a fast-paced environment

PHYSICAL REQUIREMENTS

• Ability to operate a motor vehicle
• Ability to operate a computer keyboard/calculator
• Ability to operate office equipment
• Ability to climb stairs
• Ability to walk, sit, stand, stoop, bend
• Ability to see, hear, talk, write
• Eye/hand coordination
• Ability to file and store

COGNITIVE TASKS

• Read and comprehend
• Comprehend, retain and follow oral and written instructions
• Exercise good judgment
• Set priorities
• Effectively communicate
• Calculate and count
• Analyze and organize
• Listen
• File/sort

WORK ENVIRONMENT

• Primarily the position will work in an office
• Work with Planning and Development, Consultants, Contractors and Finance

Salary : $5,250 - $10,000