Administrative Analyst (Full Time, Days)

Description

Job Summary

The Contracts and Financial Operations Specialist provides advanced administrative, financial, and operational support to the Facilities and Design & Construction Administration unit in a digital-first environment. This role manages the master contract routing and renewal process, supports budget oversight, tracks departmental spending, maintains vendor database accuracy, and prepares recurring internal reports and dashboards. The Contracts and Financial Operations Specialist reviews transactions, monitors compliance timelines, and ensures the accuracy of financial and operational data. 

Job Specific Duties

• Manages the master contract routing process through the legal database for all construction and facilities vendors, ensuring complete and compliant submissions.
• Oversees term master contract renewals, proactively tracking expiration dates, initiating renewal workflows, and coordinating updates with Legal, Procurement, and department leaders.
• Serves as a liaison to Legal and Procurement to support contract intake, updates, amendments, and execution.
• Maintains detailed digital logs of contract status, milestones, and supporting documentation in accordance with organizational policies.
• Supports management of the facilities and construction operational budgets, including spending analysis, variance identification, and forecasting.
• Tracks departmental expenses, emergency purchase orders, invoices, and reimbursements to ensure alignment with budget allocations for Facilities and Design & Construction.
• Processes operational requisitions.
• Reviews financial activity for accuracy, resolves discrepancies, and provides appropriate reports.
• Performs recurring/routine reclassification of expenses and tickets, ensuring proper account coding and audit-ready documentation.
• Tracks and maintains documentation for all cost-saving initiatives, providing clear metrics, summaries, and reporting for leadership review.
• Routes all capital expense transactions to the appropriate project team member for timely review, approval, and documentation.
• Prepares reports identifying capital expense transactions that fail to meet timeliness requirements, including aging trends and escalation points.
• Coordinates collaboration among subject matter expert to ensure financial processes are completed accurately and on schedule.
• Supports the maintenance of the vendor database, ensuring accurate data entry, updated documentation, and proper alignment with legal and operational requirements.
• Assists in validating vendor information, tracking compliance documentation, and updating records associated with contract renewals or changes.
• Collaborates with team to ensure seamless vendor lifecycle management.
• Prepares recurring reports, including spending summaries, cost-savings updates, compliance metrics, and aging analysis.
• Maintains a centralized reporting dashboard tracking expenses, cost-saving initiatives, contract status, and vendor updates.
• Supports the development of monthly KPI reports for Facilities and Design & Construction.
• Supports construction department timekeeping including time validation and adjustments as needed.
• Identifies opportunities to streamline workflows and improve digital operations.
• Supports continuous improvement efforts to enhance accuracy, transparency, and department efficiency.
   

Qualifications

Minimum Job Requirements

• 4-7 years of administrative or coordinator experience
• At least 1 year of financial transaction processing or similar experience

Knowledge, Skills, and Abilities

• Associates degree in related field preferred
• Previous construction or facilities department experience highly preferred
• A high level of autonomy, virtual collaboration, and accountability is essential for supporting infrastructure operations across construction, facilities, vendor compliance, and capital project functions.
• Able to exercise independent judgment in reviewing transactions, monitoring compliance timelines, and ensuring the accuracy of financial and operational data.
• Ability to track and trend performance through the use of various finance and data application tools such as: PeopleSoft, Axiom, NTracts
• Proficient in Microsoft applications such as: Excel, Word, Access and Power Point
• Ability to prioritize and plan time effectively to manage multiple tasks/projects with different completion dates
• Ability to maintain confidentiality of sensitive information
• Excellent written and oral communication skills
  

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