Contract Coordinator

Job Overview

GENERAL SUMMARY:

Under general supervision, performs work of a contract accounting nature, in the area of Contract Administration, certifies compliance with contract provisions, analyzes and administers the payment terms, and conditions for construction, general, and professional services contracts; establishes, maintains and reconciles information relative to contract data in the Board’s computer systems; participates in preparation of annual budget and year end closing.

PRINCIPAL DUIES AND RESPONSIBILITIES:

• Leads the review of assigned department invoices in the Invoice Scan Queue and prioritizes based on Contract Payment Terms.
• Creates and processes Request for Payments for complex Contracts including Federal Contracts, and manages the process to ensure payments are accurate and paid within the Contract Payment Terms, ensuring accuracy of funds availability and distribution, correct form and format of invoices and that payments are based on valid supporting documentation that has been reviewed and approved by designated technical representatives.
• Ensure payments of Federal Contracts are per the Contract Terms and with FAA Guidelines. 
• Verify certified payroll and maintain detailed unit price payment spreadsheets.
• Maintains financial management of contracts including verification of the accuracy of the invoice computations, ensures that funding and account disbursements are proper for assigned contracts, interfaces with other Board staff to resolve problems and discrepancies.
• Maintains detailed contract data relative to payment history including retainages, stored materials, delivery order payments, etc.
• Create and maintain Schedule of Values (SOV) for new contracts and Delivery Orders.
• Prepare and distribute closeout forms and releases, reconcile contract value and verify the validity of retainage releases.
• Provides contract related financial information to auditors, bonding companies, suppliers, inspectors, sub-contractors, contractors and other Board staff upon request, based on approval of department management.
• Participates in the development and implementation of the departmental annual budget, reallocations and leads the fiscal year-end closing for assigned invoices.
• Interfaces with contractors, consultants, sub-contractors, contract administrators, and other Board staff to resolve payment and other contract compliance issues.
• Researches payable questions for both internal and external customers; and takes appropriate action when needed.
• Calculates and verifies final contract amounts prior to contract close-out, completes final fund and contract reconciliation or cost adjustments to Board records upon contract close-out. Leads the year-end close by developing and monitoring reports and is the liaison between Finance, Stakeholder Departments and PMM.
• Ensures that internal and external customers are following the Board Policy and Procedures regarding vendors and payments.

MINIMUM REQUIREMENTS:

• College coursework in finance, business or a related field
• Four (4) years of experience administering contracts or the payment provisions thereof.
• Up to two (2) years college coursework may substitute for years of experience on a year-for-ear basis.
• Possession of a valid class C driver’s license.
• Advanced Microsoft Excel/Report & Query Writer

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:

• Knowledge of contract law, contracting procedures and pricing methods.
• Knowledge of accounting practices/applications and cost analysis techniques.
• Knowledge of contract funding procedures and requirements applicable to public organizations.
• Skill in operating a personal computer to capture and maintain records of contract activity and reconcile data within the different systems.
• Microsoft Excel and report/query writer
• Ability to analyze and interpret contractual terminology, to determine contractor compliance and to resolve discrepancies concerning contractors and contract provisions.
• Ability to communicate effectively and clearly, both orally and in writing, in general and technical terms, with Board staff, contractors and management.
• Ability to coordinate work activities in order to accomplish work assignments under time pressure and within pre-established and inflexible time limits.
• Ability to recognize problems, initiate corrective measures and recommend solutions
• Ability to establish and maintain harmonious and effective internal and external working relationships.

EFFORT:

• Works in an office environment
• Performs moderately complex mathematical calculations.
• Uses substantial reasoning in problem-solving.
• Exchanges information by oral, written and electronic form and in person.

About Us

We are Dallas Fort Worth International (DFW) Airport-one of the most successful airports in the world by any definition. We are recognized for our innovation, leadership, drive for excellence and talented employees.

Our success is made possible because of the diverse talents of over 2,100 employees who champion our mission of providing an exceptional airport experience to our customers and connect our community to the world. We are looking for the best talent to join us and help reimagine what an airport can be.

Bring your talents to DFW. Live and work with purpose.