Airport Contracts and Procurement Administrator

PURPOSE OF POSITION:

Under limited supervision of the Airport Finance and Administration Manager, this position develops, plans, manages, and oversees the procurement and grant management activities of the Airport. The position has direct oversight of the Airports procurements for the purchase of a wide range of services, goods, equipment, construction, and professional services. Responsibilities include coordinating operations with the City Finance Department to meet procurement and grant management objectives and needs.

This position requires significant independent judgment and application of policy in combining a broad scope of professional knowledge and sophisticated judgments to secure required information and to make decisions within a limited scope for assigned projects or delegated areas of responsibility.

ESSENTIAL JOB FUNCTIONS:

Prepares and assists Airport staff with completion of procurement documents for a wide range of goods and services, which includes determining and developing procurement approach, bidding requirements, selection criteria, and scope of work or technical specifications.

Serves as primary point of contact with respect to service agreements, operating permits, license agreements, and professional services agreements.

Oversees the compliance performance of service contractors by proactively monitoring contractual obligations, regulatory requirements, City policies, and operational standards for the Airport.

Leads the strategic planning, execution, and oversight of procurement activities for a wide range of Airport-related needs, including operational goods, contracted services, and large-scale capital improvement projects by conducting market analysis, establishing sourcing strategies, ensuring regulatory and compliance alignment, negotiating vendor contracts, and optimizing procurement processes.

Works closely with City procurement staff and management to conduct research, advise, assist, and train in procurement policies and procedures to ensure procurement is conducted in a consistent manner and in compliance with applicable federal, state, and local laws, regulations, and policies.

Monitors adherence to all applicable procurement laws and guidelines at the federal, state, and local levels (e.g., FAA, DOT, DBE), which includes ensuring that all purchasing activities, contract solicitations, vendor selections, and funding allocations align with regulatory requirements, grant assurances, and reporting standards.

Prepares or participates in the preparation of routine to complex requests for proposals, requests for qualifications, and bid packages for construction, professional services and equipment purchases.

Conducts and coordinates bid processes including development of bidder lists, advertising of bid openings, identifying qualified bidders, evaluating proposals, and making recommendations on vendor selection.

Leads the end-to-end process of developing, negotiating, and managing service contracts with external vendors to support the Airport, which includes drafting scopes of work, ensuring alignment with budgetary constraints, and incorporating regulatory and compliance requirements.

Oversees contract execution, monitors vendor performance, and facilitates timely renewals, amendments, or terminations as needed.

Collaborates closely with the Legal team, and City procurement, throughout the contract lifecycle to ensure all agreements are accurate, compliant, and aligned with the Citys risk management strategies.

Reviews contract language to identify and address potential legal or financial liabilities, ensures terms and conditions reflect current regulatory requirements, and confirms that financial obligations are clearly defined.

Proactively researches, evaluates, pursues, and manages funding opportunities from federal, state, and local sources to support Airport infrastructure and development projects, which includes identifying eligibility criteria, aligning project scopes with grant requirements, preparing comprehensive applications, and coordinating with internal stakeholders and external agencies (e.g., FAA AIP, Connect Oregon, BIL).

Establishes and maintains strategic relationships with Airport vendors and service providers to ensure alignment with operational, regulatory, and financial objectives.

Compiles, analyzes, and submits detailed financial and operational performance reports to federal, state, and local grant agencies (e.g., FAA, DOT) to ensure all reporting complies with grant requirements, funding guidelines, and regulatory standards such as those outlined in the Airport Improvement Program.

Tracks grant fund utilization, assists in the preparation of reimbursement requests, and supports audits by maintaining thorough documentation and transparent reporting practices.

Monitors and manages grant-funded project expenditures to ensure strict alignment with approved budgets, timelines, and scope as outlined in grant agreements. Conduct regular reconciliations and identify discrepancies or potential overruns and collaborate with project managers, procurement teams, and engineer of record to ensure timely invoicing and adherence to FAA and state grant requirements.

Maintains detailed tracking of all expenditures and encumbrances associated with grant-funded projects and procurement contracts to ensure financial transparency and compliance.

Ensures comprehensive and organized recordkeeping of all procurement activities and grant-related documentation in accordance with federal, state, and local regulatory requirements.

Maintains audit-ready files that include contracts, purchase orders, bid solicitations, vendor communications, grant agreements, reimbursement requests, and supporting financial data.

Utilizes financial systems to track the full lifecycle of procurement and grant transactions, supporting transparency, compliance, and efficient reporting.

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes and work cooperatively to provide outstanding customer service, and keeping the Airport staff apprised of deadlines and related issues.

Promotes a responsive and value-based organizational culture; champions the values of the City of Redmond and the Airport through example and accountability. Work is reviewed through results achieved, meetings, occasional spot checks of work in progress, and an evaluation of results achieved; performs other duties as assigned.

This position may require the use of a City vehicle to attend meetings, trainings, collect mail, etc.

Performs other duties as assigned.

TOOLS AND EQUIPMENT USED:

Computer, including word processing, automated financial system, Internet, and spreadsheet programs; calculator, telephone, copy machine, fax machine and postage machine.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk.

The employee must occasionally lift and/or move up to ten (10) pounds, and may occasionally lift and/or move up to twenty-five (25) pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.

While performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions.

This description covers the most significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position.