Contract Specialist - PANYNJ

PACO Group, Inc. (PACO) is seeking a detail-oriented Contract Specialist to support the Engineer of Construction for Contract Administration at the Port Authority of New York and New Jersey (PANYNJ). The selected individual will be responsible for contract administration and construction management support, ensuring compliance with contract requirements, monitoring financial records, and maintaining accurate documentation. This role requires strong analytical skills, attention to detail, and familiarity with construction contract administration.

Position Overview

The Contract Specialist will be responsible for supporting the Engineer of Construction by managing contract documentation, reviewing payment applications, monitoring change orders, and maintaining compliance with contract policies and procedures. This position requires independent analysis, knowledge of contract administration processes, and effective communication skills to coordinate with various stakeholders.

Key Responsibilities

Under the supervision of the Engineer of Construction, the selected candidate will:

• Review and maintain contract documents, ensuring compliance with company and regulatory procedures.
• Prepare and/or review payment applications, change orders, and contractor billings.
• Conduct desk audits of contractor invoices to ensure accuracy and proper documentation.
• Monitor contract compliance, including MWBE reporting, certified payrolls, and contractor documentation.
• Maintain financial logs, databases, records, and filing systems related to contract administration.
• Schedule and coordinate meetings, prepare meeting minutes, and track action items.
• Draft and manage general correspondence related to contract administration.
• Communicate effectively with contractors, consultants, and internal stakeholders via phone, email, and meetings.
• Assist in tracking and reporting contract performance metrics and compliance.
• Support the construction management team with administrative and organizational tasks.

Skills and Competencies

The ideal candidate must possess:

• Strong knowledge of contract administration and construction management practices.
• Ability to independently analyze and interpret contract documents and procedures.
• Excellent organizational and multitasking skills to manage contract-related documentation.
• Effective oral and written communication skills, with the ability to prepare reports and correspondence.
• Strong attention to detail and problem-solving abilities.
• Ability to liaise effectively with contractors, consultants, and internal teams.

Software Requirements

• Required: Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneDrive, SharePoint, MS Teams).
• Preferred: Familiarity with construction contract management software.

Qualifications

• Associate’s Degree in Business from an accredited college or university (Bachelor’s Degree in Business or Engineering preferred).
• Minimum of five (5) years of experience in office engineering and/or administration, with a focus on construction contract administration.
• Experience in reviewing and processing contractor extra work documentation (e.g., change orders).
• Familiarity with contract billing, financial logs, and compliance monitoring.
• Valid Driver’s License required.
• Ability to pass a SWAC Background Check at High Level.

Benefits
401(k) and 401(k) Employer Matching
Health Insurance
Dental Insurance
Group Life Insurance, LTD and AD&D
Paid Time Off
Paid Holidays
Professional Development Assistance

PACO Group, Inc. is committed to furthering opportunities for everyone in the national construction market. The firm periodically reaffirms this commitment through an active affirmative action plan. It provides Equal Employment Opportunities (EEO) to all employees without unlawful discrimination regarding race, creed, color, national origin, sex, age, disability, marital status, religion, military status, pregnancy, sexual orientation, or citizenship status. As an equal opportunity employer, we have recruited, hired, promoted, and retained an ethnically and socially diverse professional staff. Our efforts to date have produced a multidisciplinary workforce - a record of diversity that extends to the highest levels of the firm's management.