Senior Contract Specialist

Senior Contract Specialist

PRIDE Industries is a fast-paced company with a mission: To Create Jobs for People with Disabilities while providing high quality, value-added solutions to our nationwide customers. We are currently recruiting to fill the following position:

Job: Senior Contract Specialist

Job Code: AA071 - PR-Sr Contract Specialist

HR Title Group: Federal Contracts (Facilities)

Salary Grade: E13

FLSA Status: Exempt

Approval Date: November 2022

SUPERVISES: There are no direct reports with this position.

POSITION SUMMARY: The Senior Contract Specialist is the focal point for all stakeholder/internal customer (Business Operations) interactions and communications. Is a Go-To person and a Team Lead. Is an assigned team member for external customer meetings where Sub Contract needs and requirements are strategically discussed. A trusted advisor and an advisor to the Business Operations. Is responsible for the procurement of materials and services; sub-contractors to support the performance of contract maintenance, repair and construction tasks; and subcontracted activities. Employees in this job class are responsible for the entire lifecycle of the purchase orders and subcontracts including defining the requirements, researching opportunities, negotiating with sources, writing subcontract requirements, awarding approved subcontracts, and closeout when the purchase orders and subcontract terms are completed. Drives strategic procurement activities supporting the sourcing of service and the development, management, and execution of the contracting process for vendor agreements (Master Subcontract Agreements - MSA's, Outsourced Services Agreements – OSA's & Professional Services Agreements – PSA's).

TYPICAL DUTIES:

1. Act as a subject matter expert on the vendor agreement (MSA, OSA & PSA) lifecycle for the supported businesses with a continued focus on process improvements to meet business needs

2. Creating and developing a strategic long-term plan for the development and the lifecycle of the assigned categories

3. Reviews Prime Contracts for procurement alignment and compliance in performing sourcing activities, administration of PO's, and, Vendor contract management

4. Ongoing maintenance of vendor agreements including but not limited to the validation of licensing renewal dates, Certificate of Insurance (COI) renewals, Public Works Contractor Registration (PWCR) renewal dates to support Certified Payroll (CPR) and other mandatory compliance requirements.

5. Works closely with Operations to understand and help develop Statements of Work (SOW's) and makes sure the service vendors being considered/signed up are in compliance

6. Performs Ongoing maintenance of vendor agreements including but not limited to the validation of licensing renewal dates, Certificate of Insurance (COI) renewals, Public Works Contractor Registration (PWCR) renewal dates to support Certified Payroll (CPR), and other mandatory compliance requirements.

7. Works with Operations to identify approved vendors to support service requirements to minimize the number of primary and backup service vendors we have signed up to support them

8. Developed and executes the RID (Renew, Inactivate, or Disqualify) process for proactively

9. Ensures the integrity of the CFS vendor data uploaded to the Subcontractor SharePoint

10. Provides support for vendor sourcing activities

11. Processes purchase orders for material procurements and acquisition of services in support of subcontracted requirements. Follows established procedures and policies to contact vendors/subcontractors, obtain price quotes and proposals, qualify vendors and contractors, negotiate costs, place orders and expedite or escalate orders when needed. Enters order information into procurement system and updates information on open orders.

12. Tracks status, receipt of goods or project performance of open purchase orders and works directly with vendors and subcontractors to resolve issues and obtain status updates and supports the approval process for final payment of invoices.

13. Corresponds with internal and external customers regarding the status of purchase orders and subcontracts, and responds to emails and voicemails regarding confirmations, problems, issues, and notices. Provides accurate information, resolves problems, or routes to appropriate approval personnel.

14. Creates, updates, and produces a variety of activity and status reports for internal and external customers regarding invoices, purchase orders, subcontract status and schedules to include a weekly materials estimate and monthly accruals report.

15. Reviews contractor reports, deliverables, and all certified payroll requirements.

16. Looks-up or searches for information using ERP or order tracking system and records or prints-out information for further action. Utilizes ERP Inventory system to replenish stock items based on min/max levels.

17. Participates in departmental and client meetings to coordinate efforts and resolution for budget, timelines, and project priority.

18. Qualifies vendors/subcontractors; processes all documents to produce a Master Subcontractor Agreement for Subcontractors.

Performs other duties and special projects as assigned.

* Denotes Essential Job Function

MINIMUM QUALIFICATIONS:

· Five or more years of experience in purchasing and construction contracts industry;· Strong negotiation skills;· Understands contract language and is able to work closely with an outside attorney to mitigate risk to PRIDE as it relates to vendor redlines;· Knowledge of regulatory guidelines, particularly provisions of the Federal Acquisition Regulations (FARs);· Knowledgeable on use of "SAM", "Dun and Bradstreet" and requirements for properly categorizing Small Businesses to support Subcontracting Plan Goals;· Ability to communicate effectively both orally and in writing; to make presentations and respond to inquiries by management, team, vendors and/or customers;· Human relation skills to build effective relationships with team and internal customers;· Intermediate to advanced computer literacy including knowledge of word processing, spreadsheet, database and presentation software;· Knowledge of business English including vocabulary, spelling, and correct grammatical usage and punctuation;· Mathematical skills to include the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations;· Ability to establish priorities and solve a wide range of business problems;· Demonstrated customer service, common sense, problem solving and analytical skills;· Flexibility to respond to changing work priorities and handle numerous projects at the same time.

EDUCATION REQUIREMENTS:

Bachelors in Business Administration or related field

A comparable combination of formal education and work experience will be considered.

CERTIFICATES REQUIRED:

The following licenses or certificates may be required depending on local, state and/or contract requirements:

Not Applicable

PHYSICAL REQUIREMENTS:

Employees must have the ability to perform the following physical demands for extended periods of time with or without assistance: • Viewing computer screen/monitor• Utilizing keyboard• Answering phone/making calls

WORK ENVIRONMENT:

Work is performed in a normal office environment with limited privacy and some exposure to background noise. Employees may be required to work in excess of 8 hours in a day and/or 40 hours per week.

DISCLAIMER:

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. Employees are expected to follow their supervisor's instructions and to perform the tasks requested by their supervisors.

At PRIDE, we make a difference in the lives of many, one job at a time.