Procurement Coordinator

Description

SCOPE: Under the direction of the Procurement Manager, this position performs administrative and procurement functions related to the acquisition and contracting of supplies, materials, services, and equipment. This role supports the Agency's procurement operations by coordinating solicitations, maintaining contract documentation, and assisting with contract administration activities.

This position ensures all procurement and contracting activities are conducted with integrity, accuracy, professionalism, and accountability , while delivering exceptional service to internal and external stakeholders. The incumbent supports the Agency's mission by promoting quality, value, and compliance in procurement processes and by exercising initiative, creativity, and sound judgment to improve procurement practices. Work must be completed in a timely and accurate manner , while maintaining a high level of respect, professionalism, and collaboration with vendors, staff, and community partners.

ESSENTIAL DUTIES AND RESPONSIBILITIES: The below statements are intended to describe the general nature and scope of work being performed by this position. This is not a complete listing of all responsibilities, duties and/or skills required.


• Assist in the preparation and administration of public solicitations including Requests for Proposals (RFPs), Requests for Qualifications (RFQs), Requests for Quotes, intergovernmental agreements, and cooperative purchasing agreements while ensuring accuracy, quality, and regulatory compliance

• Prepare and coordinate ancillary materials related to competitive solicitations including advertisements, vendor communications, required forms, and supporting documentation.

• Conduct cost analysis and assist with scoring and evaluation of proposals and qualifications, ensuring fairness, transparency, and integrity throughout the evaluation process.

• Summarize and tabulate bids received and prepare recommendations for award for review by appropriate management staff.

• Review and incorporate improvements from prior solicitations to reduce risk, increase efficiency, and promote continuous improvement, creativity, and value-driven procurement practices .

• Maintain an organized and accurate electronic contract filing system that ensures records are current, accessible, and compliant with agency policies.

o Manage the Current Contracts Log, prepare, and submit a monthly report.

• Confer with vendor representatives and agency staff regarding specifications, purchasing needs, price adjustments, and contract concerns while maintaining professionalism and respect in all interactions.

• Coordinate the preparation of scopes of work with the requesting team to clearly define service expectations and ensure quality and value in procurement outcomes.

• Manage and update contract information in the agency's accounting system (Yardi) via entry of jobs and job extensions (Contract Options), including contract terms, and expiration dates, ensuring accuracy and timely record management

• Notify contract owner's management of contract expiration dates at least four months in advance to support timely procurement planning and continuity of services

• Prepare and maintain reports regarding contract activity, including terminations, notices to cure, disputes, resolutions, and other issues raised by internal or external stakeholders.

• Maintain well-organized records that support accountability, transparency, and audit readiness .

• Review and analyze change order requests, perform cost analysis, and provide recommendations to management for approval or denial.

• Conduct vendor outreach and engagement efforts, including cold calls, in-person & email communication, to ensure solicitations are broadly communicated and encourage participation in agency contracting opportunities.

• Coordinate with vendors and internal staff to obtain approvals, signatures, and required documentation for contracts and procurement transactions.

• Respond to vendor and internal inquiries regarding purchase orders, solicitations, and contract matters with timeliness, professionalism, and exceptional customer service .

• Ensure all contracts and procurement activities comply with applicable federal (2CFR200 and HUD Handbook 7460.8 Rev. 2), state (Ohio), and local regulations, as well as agency policies and procedures.

• Assist in the development and negotiation of contracts by identifying agency needs, analyzing available resources, defining services to be provided, negotiating pricing, and preparing documentation to ensure value, quality, and risk mitigation .

• Coordinate contract management activities and monitor procurement schedules to ensure projects progress in a timely and accountable manner.

• Compile, review, and analyze contract data to prepare reports and presentations for management.

• Support procurement planning contract monitoring activities to ensure procurement goals are achieved efficiently and effectively.

• Assist with contract negotiations and Best and Final Offer (BAFO) processes when required.

• Assist Procurement Management in conducting contractor inspections or audits to ensure compliance with contractual terms, conditions, and performance expectations.

• Monitor contractor performance to ensure services meet established quality standards and deliver expected value . Prepare and complete monthly report.

• Assist in mediating or resolving procurement protests, disputes, or contract-related concerns in a professional and objective manner.

• Regularly review, update, and improve procurement standard operating procedures (SOPs). Procurement policy, and related forms to enhance operational efficiency and promote excellence in procurement practices .

• Track and report billable time as required.

• Perform other related duties as assigned, demonstrating initiative, accountability, and commitment to exceptional performance

• Track contractor insurance to ensure compliance with contract provisions. Prepare and submit monthly report.

• Complete vendor registrations utilizing existing report and accounting software application (Yardi), ensuring compliance with registration directions and coordination with Finance for validation.


• Maintain an electronic archive record of solicitations and contracts.

Requirements

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each competency satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

DESIRED QUALIFICATIONS:

• Excellent organizational and time management skills with the ability to prioritize tasks and meet deadlines in a timely and efficient manner

• Demonstrated ability to exercise sound judgment, think critically, and carry out responsibilities with initiative and accountability .

• Strong analytical, research, and writing skills with attention to accuracy and detail .

• Ability to interpret and implement regulatory requirements and translate them into actionable procurement procedures.

• Excellent verbal and written communication skills , demonstrating professionalism and respect in all interactions.

• Strong attention to detail and commitment to maintaining accuracy, quality, and compliance in procurement documentation and processes.

• Advanced computer skills in Microsoft software programs.

EDUCATION/EXPERIENCE/CERTIFICATIONS:

• Bachelor's Degree in contracting, procurement, business administration, public administration, or a related field.

• Minimum of three (3) years of experience in procurement, solicitation preparation, vendor relations, and contract administration.

• Equivalent combinations of education and experience that demonstrate the required knowledge, skills, and abilities may be considered.

PHYSICAL DEMANDS AND WORK ENVIRONMENT: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to maintain a stationary position, operate computers and other office equipment, move about the office, attend onsite and offsite meetings, and communicate. The employee must be able to sit or stand for eight hours while performing essential work duties. The employee must be able to accurately exchange information in person, in writing and via e-mail and telephone. The employee must be able to perform essential job functions in an environment that could have increased stress levels.

OTHER: The incumbent must possess and maintain a valid driver's license in state of residence, and maintain an insurable driving record under the terms and conditions of the CMHA auto liability policy. The incumbent may have no more than 6 accumulated points in 3 consecutive years.