Procurement Coordinator

Summary

The ProcurementCoordinatoris responsible forsupporting the procurement and vendor management process by coordinating contract administration, managingrequestfor proposal (RFP) documentation, ensuring vendor compliance with insurance requirements, andmaintainingprocurement records. This role works closely with internal departments, vendors, and stakeholders tofacilitateefficient procurement operations, ensure documentation accuracy, and support risk management initiatives.This position requires the ability to interact with staff (at all levels) in afast-pacedenvironment,whileremainingflexible, proactive,resourcefuland efficient, witha high levelofprofessionalismandconfidentiality. This position will alsoassistthe Procurement Manager& department staffwith the required reporting,researchingandmaintainingstatistical data,as well as overseeing the procurement policy and procedures asrequired.

Responsibilities:

• Coordinate and schedule procurement-related meetings with internal stakeholders and external vendors.

• Sendemails,makecalls,sendnoticesto vendors

• Serve as the external liaison to discuss,resolveand provide information onprocurementpolicy/procedures, and project activities tofacilitatedepartment goal/request attainment.

• Collect, review, and organize contract documentation, including contracts, amendments, change orders, and other procurement-related records.

• Monitor contract documentation for completeness and compliance with organizational requirements.

• File andmaintainprocurement recordsin accordance withcompany policies and document retention standards.

• Create & track comparatives in Insite for approval

• Communicate with Diversity Contract Compliance department to obtainfirm contactsand update the contract directory/Procurement Plan/RFP Log to ensureaccurateand accessible contract information.

• Collect and organizeRFP documents and supporting materials.

• Collect current Certificate of Insurance documentsfor all vendorsto ensure it meets contract requirements

• Manageand review allvendorsCertificate of Insurance,identifydeficiencies and work withvendorsto obtain compliant status  

• Collect vendor W9, department contract documents, certificates to complete NTP checklist 

• Administersubcontractor evaluations process with department managers for submittal in Insite systemfor approval

• Collect and compile vendor performance data and feedback.

• Maintain vendor evaluation records and support ongoing vendor performance improvement initiatives.

• Complete credit application and information sheetsfor vendors. 

• Obtainvendor andCEO signaturetoexecute documents in Adobe Sign system

• Attendpre-conmeetings to update and inform staff andvendorson agreement status andmissing documents

• Inform vendors about upcoming contract opportunities & update outreach materials/handouts.

Document Management:

• Update and store department documents on departmentSharePointserver system

• Manage Adobe Sign workflows for contracts and procurement documents.

• Track signature status and perform follow-up activities to ensuretimelydocument execution.

• Organizedocumentsto be available to Staff and procurementstaffbyprocurement departmentprocedure

• Prepare department documents for in-person Board of Manager meetings/reports

• UpdateContractDirectory/Procurement Plan/RFP Log

Reporting:

• Create Summary of Comparativesper request

• Create and develop transaction reports on all contracts on the projects

• Track all completed comparatives for reporting 

• Assistsin creating & analyzing compliance reporting documents 

• Create andsubmitreportstoProcurement Manager

MinimumRequirements:

• Minimum ofone(1) years of experience in similarcoordinatorpositionspreferred. 

• Experience working inprocurement, contract administration, vendor management, or a related administrative rolepreferred

• Bachelor of Science Degree in Business Administration, ConstructionEngineeringor related fieldpreferred

• Experience working with contract documents, procurement processes, and vendor compliance requirements.

• ProficiencyinOutlook,Microsoft Word, Excel,PowerPointandMicrosoft Project.

• Experience with EBIX or similar insurance compliance platforms preferred.

• Ability to pay close attention to detail, ensuring accuracyofwork & complete taskson time and follow departmentprocedures

• Works independently,multitask,manage time and workload, which includes planning, prioritizing, organizing, and following-through on a variety of tasks, assignments, projects, and reports.

• Ability to effectively communicate, verbally and in writing, at all levels of the organization and with contractors with tact and diplomacy.

• Strong follow-up and vendor relationship management skills

• Present solutionsto managerforissues/problems & scoperequiring throughknowledge of department practices.

• Remain operationally focused and obtain knowledge of the organization to balance business priorities, individual team needs, manager’sstyleand company policy

• Working knowledge of processes, procedures and regulations andtheability to deal with politically sensitive and confidential issues

• All other job-related dutiesas assigned.