Contract Administrator & Buyer at Mid South… · Memphis

Job Title: Contract Administrator & Buyer

Department: Procurement / Purchasing

Reports To: Manager of Purchasing/Functional oversight by Procurement & Inventory Controls Senior Manager

FLSA Status: Exempt

Salary Range: $60,000 – $65,000 annually

Position Summary

The Contract Administrator & Buyer is responsible for executing procurement transactions and contract administration activities in compliance with federal, state, and local regulations, including Federal Transit Administration (FTA) requirements. This role supports timely purchasing, contract documentation, and vendor coordination while maintaining a strong audit trail and adherence to internal controls.

This position is execution-focused and operates within established procurement policies, procedures, and approval thresholds.

Essential Duties and Responsibilities

Contract Administration

• 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

Purchasing / Buyer Functions

• 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

Compliance and Controls

• 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

Coordination and Communication

• 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

Required Qualifications

• 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

Preferred Qualifications

• 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

Key Competencies

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

Work Environment & Expectations

• 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