Duration: 6+ Months

Job Description

Contract Specialist Consultant

• The Contract Specialist Consultant will provide contract administration, utilization monitoring, vendor coordination, compliance, and operational support services, ensuring effective management of contracts throughout their lifecycle. The Consultant will manage projects, support division-wide initiatives, and lead contracts from intake to completion, ensuring that all procurements meet DSF goals.

Role and responsibilities:

• The Consultant shall provide contract management, contract utilization, operational, compliance, and analytical support services for the Division of School Facilities (DSF), ensuring effective contract administration, vendor coordination, and alignment with organizational objectives.
• Manage and track the full contract lifecycle, including specification reviews, budget development, contract registration, amendments, renewals, extensions, and close-out activities, ensuring timely execution and operational continuity.
• Monitor contract activity, utilization, spending, encumbrances, and expiration timelines across assigned contract portfolios.
• Proactively identify and follow up on contract extensions, funding increases, amendments, and corrections, ensuring timely escalation and resolution with the Contract Utilization team and other stakeholders.
• Serve as a primary resource for operations teams regarding contract-related inquiries, providing guidance on contract scope, status, timelines, vendor obligations, and documentation requirements.
• Coordinate and facilitate vendor qualification meetings, contract kickoff meetings, and ongoing vendor communications to ensure clear understanding of contract requirements, deliverables, performance expectations, and compliance obligations.
• Collaborate with internal departments, vendors, procurement staff, finance teams, and external stakeholders to ensure alignment on contract requirements, processes, and operational expectations.
• Support compliance efforts by ensuring contract administration and procurement activities adhere to DSF protocols, NYCPS standards, applicable policies, and regulatory requirements.
• Maintain accurate contract records, supporting documentation, tracking tools, and reporting systems.
• Develop reports, dashboards, and analyses related to contract utilization, operational performance, spending trends, compliance monitoring, and upcoming contract milestones.
• Identify opportunities to improve contract administration, tracking, reporting, vendor management, and business processes.

Required Knowledge and Expertise

• Strong understanding of contract administration, contract lifecycle management, budget monitoring, and financial analysis.
• Experience monitoring contract utilization, expenditures, funding allocations, and contract performance.
• Ability to analyze contract, financial, and operational data and present findings clearly.
• Proficiency with Microsoft Excel, data analysis tools, and reporting systems.
• Strong organizational skills with the ability to manage multiple contracts, priorities, and deadlines simultaneously.
• Excellent attention to detail and ability to maintain accurate records and documentation.
• Experience coordinating with vendors and stakeholders to support contract administration and service delivery.

Key Responsibilities

• Manage contracts throughout the full lifecycle, including specification reviews, budget development, contract registration, amendments, renewals, extensions, and close-out activities.
• Monitor contract utilization, funding, and expiration dates to ensure continuity of services.
• Prepare and coordinate contract actions, including modifications, funding increases, and renewals.
• Prepare analyses, briefs, memos, and dashboards for leadership regarding contract utilization, financial trends, and operational performance.
• Support operations teams by responding to contract-related inquiries and providing status updates.
• Serve as a primary resource for operations teams. Collaborate with internal departments, vendors, procurement staff, finance teams, and external stakeholders to support contract administration.
• Coordinate vendor meetings and communications to ensure understanding of contract requirements and deliverables.
• Collaborate with internal and external stakeholders to support contract administration and operational needs.
• Ensure contract activities comply with DSF protocols, clients standards, and applicable regulations.
• Maintain contract records, trac