Administrative Specialist

Contract Support SpecialistPay Rate: 18-22 per hourLocation: AdventHealth Altamonte Springs - 701 E Altamonte Dr, Altamonte Springs, FL 32701 -Shift: M-F 730 am to 4 pmTemp to Perm - minimum of 6-12 months before department will consider hiring.Dress code: Business CasualMust have: great organizational skills, good customer service, attention to detail, self-motivation, and good communication skills. Must be able to multi-task have an investigative nature, curious & ask questions to ensure accuracy.Outbound calls and data entry.Oversees supply chain, procurement processes and cost reduction mechanisms. Ensures raw materials and services meet the desired quality standards and are delivered in a timely manner. Manages supply chain risks, fosters supplier relationships, negotiates contracts, and handles inventory levels. Identifies potential suppliers and evaluates their capabilities. Negotiates supplier contracts, coordinates activities related to ordering services, reconciling requisitions, and timely processing of returns. Reviews purchase orders and analyzes purchasing data. Manages vendor relationships and ensures compliance with contracts and facilitation of special orders, ensuring quality standards are met.JOB SUMMARYActively participates in outstanding customer service and accepts responsibility in maintaining relationships that are equally respectful to all. Assists in day-to-day activities supporting Asset Management contract process. Gathers information including but not limited to service history, customer satisfaction, contract, market research and all supporting documentation needed for contract review. Conducts annual contract evaluation by requesting supporting information to ensure all contract terms and conditions were met. Maintains contract database. Uploads all contracts into contract repository in a timely manner. Works closely with Operations Manager to ensure that department goals are achieved; notifies management of any non-compliance events orany possible issues in meeting compliance requirements.Essential FunctionResponsible for gathering all contract information from vendor and AH Departments including MD Buyline and any supporting documentation such as market research reports needed for review by Contract Analyst.Effectively communicates with internal departments and vendors to obtain information as needed.Collects necessary information from AH Departments and vendor to review performance according to the terms and conditions. Request service reports for all equipment included in the contract and verifies that preventative maintenance was performed according to contract term.Ensures that contract information is requested 5 to 4 months prior to contract expiration date. Follows up with vendor and department to ensure all information is available for Contract Analyst to evaluate and negotiate contract. Provides all contract information to Contract Analyst at least 90 days in advance.Responsible for accurately maintaining the contract database with contract details such as coverage, response time, equipment information, cost, contract term, etc. Also keeps track of any contract changes such as contract addendums, and non-renewed contracts.Responsible for uploading executed contracts into Contract Management software (ARC), creating and updating all contracts files.Serves as contract point person between AH Legal Department and Asset Management Contract Analyst. Follows up on status of contracts as needed.Works closely with Financial Analyst to investigate status of outstanding invoices by contacting the vendors. Assist in researching and obtaining outstanding contract invoices to ensure payments are processed in a timely manner.Maintains and updates contract compliance spreadsheet and provides compliance reports to Director.QUALIFICATIONSEducationAssociate PreferredWork Experience1+ Related Experience PreferredRequiredOrganizational skills, detail-oriented RequiredStrong communication skills Required• AH Sunport Preferred• Crystal Reporting Preferred• Archibus Preferred

Created: 2025-07-04