Procurement Project Manager

Procurement Project Manager

The Procurement Project Manager is responsible for coordinating daily activities within the Department of Procurement and Contracts. Maintain department data, update procedures, gather, analyze, track and report data on department activities, requirements and outcomes. Oversee and maintain Procurement contract files. Ensure JHA Vendor database reflects accurate information. Assist in the implementation of policies and procedures to achieve the established goals and objectives of the department. The ability to work independently while employing excellent business decisions to solve problems and implement solutions is essential.

Duties and responsibilities include determining and implementing the appropriate method of procurement to secure the requested service, commodities or supplies within an assigned department area. Developing scopes and specifications and preparing solicitations including Invitation for Bid, Request for Proposal, and Request for Qualifications. Overseeing the soliciting of bids and proposal evaluation process in accordance with JHA's policy, and performing bid analysis and making the appropriate procurement recommendation. Preparing and processing purchase orders, reviewing requesting department documentation for accuracy and completeness and verifying vendor information. Conducting and coordinating team meetings and facilitating pre-bid and pre-proposals meetings, bid openings, and evaluation committee meetings with departments. Researching sources of supply and analyzing the market based upon the requested commodity and/or service and submitting procurement recommendation to JHA management. Resolving disputes between suppliers and user department regarding service, cost, and delivery. Preparing appropriate correspondence to suppliers relating to inquiries and procurement issues. Performing procurement outreach activities and participating in vendor fairs communicating Jacksonville Housing Authority's procurement process. Maintaining the integrity and confidentiality of assigned contract files and various report documentation for accuracy to ensure information is properly stored on JHA network. Ensuring JHA adherence to federal, state, and local procurement policies, regulations, and standards. Responsible for the maintenance of Procurement, Compliance and Vendor data information within the department system database. Analyzing and tracking Procurement and Compliance activities related to the annual buying plans to provide status information while ensuring accurate reporting. Creating, maintaining, and disseminating purchase orders and Procurement and Compliance contract files to department staff. Providing administrative support to the leadership team in procurement as needed. Performing research, analyze, facilitate and own the process in responding to requests on Freedom of Information Act (FOIA) requests. Performing vendor reference checks. Performing debarment checks, ownership disclosures and State of Florida good standing verification for all recommendations of awards. Budget monitoring and preparation; process invoices for payment. Preparing purchase requisitions, prepare agenda items for Board of Commissioners meetings. Investigating and responding to internal and external Procurement work requests. Assisting vendors and staff in utilizing Procurement systems. Preparing and assembling departmental work materials for distribution. Coordinating solicitation information for advertisement on JHA website and in newspapers. Facilitating pre-submittal meetings, bid openings, vendor workshops, staff training, and other meetings, as assigned. Additional duties as assigned.

Qualifications include a Bachelor's Degree in Business Administration or a related field plus a minimum of three (3) years of work experience in procurement for construction, professional services, or supply commodities. Knowledge and understanding of procurement methods, principles and terminology. Requires effective verbal, written, and interpersonal skills to work with a diverse staff of managerial and professional employees. Strong knowledge in areas of research, data analysis, and problem solving is required. Understand interdependencies between technology, operations and business needs. Strong organizational, problem solving and analytical skills. The ability and skill to exercise and use sound business judgment, discretion, maintain confidentiality and work on multiple projects simultaneously. Skilled in providing customer service. The ability to perform and work well under pressure. Must be self-directed, motivated, team oriented and able to work independently on complex and crucial projects. It is encouraged that a purchasing/contracting/procurement certification be obtained, and example certifications are: The National Institute of Government Purchasing (NIGP), and the National Association of Purchasing Managers. This role requires competent computer proficiency in Microsoft Office Word, Excel, PowerPoint, and general math aptitude to perform statistical calculations.