Procurement Coordinator

Job title: Procurement Coordinator

Job Description: Summary The Procurement Coordinator is responsible for supporting the procurement and vendor management process by coordinating contract administration, managing request for proposal (RFP) documentation, ensuring vendor compliance with insurance requirements, and maintaining procurement records. This role works closely with internal departments, vendors, and stakeholders to facilitate efficient procurement operations, ensure documentation accuracy, and support risk management initiatives. This position requires the ability to interact with staff (at all levels) in a fast-paced environment, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. This position will also assist the Procurement Manager & department staff with the required reporting, researching and maintaining statistical data, as well as overseeing the procurement policy and procedures as required.

Responsibilities

• Coordinate and schedule procurement-related meetings with internal stakeholders and external vendors.
• Send emails, make calls, send notices to vendors
• Serve as the external liaison to discuss, resolve and provide information on procurement policy/procedures, and project activities to facilitate department 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 and maintain procurement records in accordance with company policies and document retention standards.
• Create & track comparatives in Insite for approval
• Communicate with Diversity Contract Compliance department to obtain firm contacts and update the contract directory/Procurement Plan/RFP Log to ensure accurate and accessible contract information.
• Collect and organize RFP documents and supporting materials.
• Collect current Certificate of Insurance documents for all vendors to ensure it meets contract requirements
• Manage and review all vendors Certificate of Insurance, identify deficiencies and work with vendors to obtain compliant status
• Collect vendor W9, department contract documents, certificates to complete NTP checklist
• Administer subcontractor evaluations process with department managers for submittal in Insite system for 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 sheets for vendors.
• Obtain vendor and CEO signature to execute documents in Adobe Sign system
• Attend pre-con meetings to update and inform staff and vendors on agreement status and missing documents
• Inform vendors about upcoming contract opportunities & update outreach materials/handouts.

Document Management:

• Update and store department documents on department SharePoint server system
• Manage Adobe Sign workflows for contracts and procurement documents.
• Track signature status and perform follow-up activities to ensure timely document execution.
• Organize documents to be available to Staff and procurement staff by procurement department procedure
• Prepare department documents for in-person Board of Manager meetings/reports
• Update Contract Directory/Procurement Plan/RFP Log

Reporting:

• Create Summary of Comparatives per request
• Create and develop transaction reports on all contracts on the projects
• Track all completed comparatives for reporting
• Assists in creating & analyzing compliance reporting documents
• Create and submit reports to Procurement Manager

Minimum Requirements:

• Minimum of one (1) years of experience in similar coordinator positions preferred.
• Experience working in procurement, contract administration, vendor management, or a related administrative role preferred
• Bachelor of Science Degree in Business Administration, Construction Engineering or related field preferred
• Experience working with contract documents, procurement processes, and vendor compliance requirements.
• Proficiency in Outlook, Microsoft Word, Excel, PowerPoint and Microsoft Project.
• Experience with EBIX or similar insurance compliance platforms preferred.
• Ability to pay close attention to detail, ensuring accuracy of work & complete tasks on time and follow department procedures
• 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, verbal