Paralegal & Procurement Support Specialist

Job DescriptionJob Description

We are seeking a Paralegal & Procurement Support Specialist to join the Legal & Procurement team of a New York City public-sector organization. This position will provide a combination of legal, contract administration, and procurement support, working closely with the General Counsel, Chief Procurement Officer, and other members of the organization.

The ideal candidate will have a paralegal or legal support background with strong organizational skills and an interest in contract administration and procurement. This is a hands-on role involving document preparation, contract tracking, legal research, procurement coordination, and support of day-to-day departmental activities.

Key Responsibilities

Legal & Contract Support

• Maintain and organize legal and contract files and records.
• Prepare documents and packages for contract execution and coordinate signature processes.
• Track contracts, including renewals, amendments, expirations, and other key dates.
• Assist with preparing and organizing materials for legal and Board-related matters.
• Conduct legal research and assist with verifying citations and supporting documentation.
• Maintain and update contract templates, forms, and other legal documents.
• Assist with document collection and production for audits, litigation, FOIL requests, and compliance matters.
  

Contract Administration & Documentation

• Support the development and maintenance of standardized contract and procurement documents.
• Assist with preparing and organizing contract exhibits, attachments, and supporting documentation.
• Assist with change orders, amendments, task orders, and other contract modifications.
• Help prepare and maintain standard templates and documentation used throughout the contract administration process.
• Help organize and maintain contract-related information and databases.
• Track insurance certificates and other required vendor and contract documentation.
• Assist with internal policies, procedures, and standard operating processes related to contracts and procurement.
  

Procurement Support

• Work closely with the Procurement & Operations team to support active and upcoming procurements.
• Coordinate with internal stakeholders to gather required information and documentation.
• Assist with preparing procurement exhibits, attachments, and supporting materials for active and planned procurements.
• Help maintain organized procurement files and documentation for audit and compliance purposes.
• Coordinate procurement-related meetings and assist with agendas, meeting materials, and notes.
• Support the organization of proposal evaluation materials and related documentation.
• Assist with vendor responsibility reviews and other procurement-related processes.
• Coordinate scheduling for pre-proposal conferences, debriefings, kickoff meetings, and other procurement activities.

What We're Looking For

• Paralegal, legal assistant, contracts administrator, or similar experience.
• Experience working with contracts, legal documents, or procurement-related materials.
• Experience with contract exhibits, amendments, change orders, task orders, or similar contract documentation.
• Strong attention to detail and organizational skills.
• Ability to manage multiple documents, deadlines, and priorities.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Office and standard document management tools.