Summary: The Procurement and Contracts Administrator is responsible for managing the full lifecycle of procurement and contract administration activities in a public sector environment. This position ensures the timely, compliant, and cost-effective acquisition of goods and services while maintaining strong internal partnerships and vendor relationships.
This role requires a highly organized, detail-oriented professional with demonstrated experience in public sector procurement, contracting, and regulatory compliance (e.g., federal, state, or local requirements such as HUD, state procurement codes, or grant-funded purchasing). The ideal candidate can operate independently, interpret regulations, and implement best practices immediately with minimal training.
Key Responsibilities
Procurement Management
- Lead and administer procurement activities including RFQs, IFBs, RFPs, and informal quotes.
- Ensure all procurements comply with federal, state, and local regulations, as well as agency policies (e.g., HUD, Uniform Guidance, or local procurement codes).
- Review and validate purchase requests for completeness, funding eligibility, and compliance requirements.
- Determine appropriate procurement methods and thresholds.
- Develop solicitation documents, evaluation criteria, and scoring methodologies.
- Coordinate evaluation committees and document procurement decisions.
Contract Administration
- Draft, review, and manage contracts, amendments, renewals, and addenda using standardized templates.
- Coordinate internal approvals and signature routing (including executive and legal review).
- Maintain and manage a centralized contract repository, ensuring accuracy and accessibility.
- Track and monitor contract terms, including:
- Expiration dates
- Renewal options
- Insurance and compliance requirements
- Performance milestones
- Ensure contracts are executed before work begins and align with procurement requirements.
Vendor Management
- Administer and maintain the agency’s vendor database and vendor onboarding process, including W-9s, insurance certificates, and required disclosures.
- Serve as primary liaison for vendors regarding procurement opportunities, contract status, and requirements.
- Promote open competition, fairness, and transparency in all vendor interactions.
- Support outreach efforts to expand vendor participation, including small and disadvantaged businesses.
Compliance and Audit Readiness
- Maintain complete, organized procurement and contract files for audit and monitoring purposes.
- Ensure documentation meets public sector audit standards, including justification of procurement method and price reasonableness.
- Support internal and external audits, including HUD or grant compliance reviews.
- Stay current on regulatory changes and recommend updates to policies and procedures.
Internal Collaboration and Customer Support
- Provide guidance to staff on procurement procedures, timelines, and documentation requirements.
- Collaborate with departments to understand business needs and develop effective procurement strategies.
- Train staff on procurement policies and contract management best practices.
- Ensure a high level of customer service and responsiveness to internal stakeholders.
Process Improvement and Reporting
- Identify opportunities to improve procurement efficiency, transparency, and controls.
- Develop and maintain tracking tools and reports for:
- Active contracts
- Procurement pipeline
- Vendor activity
- Support development and implementation of procurement policies, procedures, and templates.
