Specialist, Ground (Contracts)

Overview

We are seeking a proactive and collaborative team member to join our Ground Contracts team, responsible for managing the comprehensive cycle of contract negotiation and prompt, accurate invoice verification. This role involves close coordination with internal teams such as Ground Operations, Finance, Procurement, Legal, and external partners including Airport Authorities, Ground Handlers, and Hotels.

Key Responsibilities

• Manage and renew ground handling and aeronautical contracts punctually to prevent service interruptions.
• Conduct market research, source suitable vendors, solicit quotations, and evaluate proposals.
• Follow internal procurement procedures for contract process approvals and completion.
• Compile proposal evaluations and recommend awards, preparing approval documents as needed.
• Negotiate contracts aligning with internal policies to optimize cost efficiency and operational effectiveness.
• Develop and maintain strong vendor relationships to foster long-term partnerships through effective communication.
• Coordinate the delivery and tracking of physical contracts.
• Verify invoices using finance systems such as BPM and AIR, collaborating with internal teams to validate charges.
• Resolve payment disputes with vendors efficiently.
• Audit finance systems to ensure compliance by ground team members with finance verification standards.
• Remind team members to verify invoices promptly.
• Facilitate the transition and enhancement of invoice verification processes in AIR by working with Finance and IT departments, including gathering requirements, participating in testing, and troubleshooting system issues.
• Ensure vendor submissions to Finesse meet system file standards and initiate system improvements where necessary.
• Perform financial support tasks such as creating new vendors in ESC, verifying bank details, processing ad-hoc invoices, and liaising on matters concerning Bankers’ Guarantees and security deposits.
• Assist with budget tracking by updating contract rates in finance systems, generating financial data, analyzing monthly budget usage, and reporting to department heads.
• Undergo audit training and perform audit duties, which may require international travel.

Qualifications and Skills

• Preferably 1 to 3 years of relevant experience, especially in contract or finance roles.
• Capable of working independently and collaboratively across departments and geographical locations.
• Highly detail-oriented with strong numerical analysis, report writing, and presentation abilities.
• Excellent analytical, problem-solving, and interpersonal capabilities.
• Fluent in both spoken and written English and Chinese, with proficiency in MS Office.
• Willingness to travel internationally on short notice.
• Proactive with the ability to adapt in a fast-paced work setting.