BOB- Contract Coordinator

SmartRecruiters, Inc.; New York (NY); On-site; USD 76,000 - 176,000; Full time

Job summary

SmartRecruiters, Inc. supports the New York City Department of Transportation in Manhattan for an Administrative Procurement Analyst role. The position focuses on managing contracts, ESA task orders, and IT procurements, coordinating with ACCO and FMU, and ensuring compliance with NYC policies.

The role requires procurement experience and a degree, with responsibilities spanning funding checks, documentation, and process optimization. Location is 55 Water St, 8:00 AM–4:00 PM, Monday–Friday.

Qualifications

• A baccalaureate degree with four years of full-time professional experience in purchasing, procurement, contract administration or a related field.
• Combination of education and/or experience acceptable if eighteen months supervisory/managerial experience is shown.
• Possession of an acceptable procurement certification may substitute for up to one year of experience.

Responsibilities

• Manage contracts, ESA Task Orders, and IT procurements for the Division.
• Use procurement methods (RFx, sole source, negotiated acquisitions) and review documentation.
• Coordinate with ACCO, FMU, and project managers to identify procurement needs and ensure funding.
• Maintain procurement documentation in FMS3 and PASSPort; update CMA tracking and invoicing.
• Assist in consultant selections, evaluations, and financial discussions with stakeholders.

Skills

Procurement knowledge

Contract administration

Budget coordination

Education

Baccalaureate degree with four years of relevant experience

Procurement certification (preferred)

Job description

• Job Category: Finance, Accounting, & Procurement
• Salary Band: $150,000+
• Compensation: USD 75,805 - USD 176,417

Job Description

Civil Service Title- Administrative Procurement Analyst (N/M) * IN ORDER TO BE CONSIDERED FOR THIS POSITION CANDIDATE MUST BE SERVING PERMANENTLY IN THE TITLE, OR BE REACHABLE ON THE OPEN-COMPETITIVE LIST. The New York City (the "City") Department of Transportation Division of Bridges (the "Division") seeks to hire a seasoned contracts/procurement professional to manage the Division’s contracts, Engineering Service Agreement ("ESA") Task Orders, and Information Technology procurements. The unit’s duties require extensive and rigorous work with all internal divisions of the Department of Transportation especially the Agency Chief Contracting Office (ACCO) and Financial Management Units. The individual will also be responsible for but not limited to the following:

• Utilize various procurement methods, such as competitive sealed bids, competitive sealed proposals / request for proposals, sole source, and negotiated acquisition procurement methods;
• Utilize the Financial Management System (FMS3), NYC’s Procurement and Sourcing Solutions Portal ("PASSPort"), and other systems for review approval and processing of internal RFx documents and manage specials projects as needed;
• Perform detailed administrative review, processing, coordination, and scheduling of Professional ESA Task Orders and procurement documentation for compliance with all Agency, ACCO, and Mayoral policies and procedures;
• Monitoring of registered ESA Task Orders regarding contract capacity and contract term requesting updates from project managers for purposes of contract management actions;
• Collaborate with project managers, engineers, and other stakeholders to identify procurement needs and develop expense procurement plans;
• Assist in the compiling of procurement documents with project teams to be forwarded to the ACCO’s Office for solicitations;
• Work with Expense team to verify funding prior to expense-funded procurements;
• Execute tasks in FMS3, e.g. complete RQC1 documents, check current funding availability in budget codes, etc.;
• Update and monitor procurement and Contract Management Action (CMA) tracking reports utilizing Microsoft Excel;
• Following contract registration in PASSPort, ensure relevant contracts are set-up for invoicing utilizing PASSPort Invoice Functionality completing FCCRs, POCRs, etc. as necessary;
• Schedule and attend Consultant Selection Committee charging and Technical Evaluations;
• Facilitate discussions with both internal and external partners regarding financial aspects and procurement issues outlined in contracts;
• Assist in coordinating financial tasks for new and existing contracts to ensure compliance with NYC regulations and policies, as well as addressing agency/vendor priorities;
• Review and process paperwork required for contract management actions related to expense-funded contracts;
• Assess and enhance procurement financial procedures, platforms, and operations in PASSPort to optimize efficiency; and
• Perform other related duties.

Work Location 55 WATER ST, MANHATTAN, 10041

Hours 8:00AM - 4:00PM/Monday - Friday

Other reasons you should work for us: Benefits: City employees are entitled to unmatched benefits such as: a premium-free health insurance plan that saves employees over $10K annually, per a 2024 assessment. additional health, fitness, and financial benefits may be available based on the positions associated union/benefit fund. a public sector defined benefit pension plan with steady monthly payments in retirement. College savings plan Commuter Benefits (Pre-Tax) a tax-deferred savings program and access to robust Wellness Programs that offer resources and opportunities you can enjoy as a City employee Work From Home Policy: Depending on your position, you may be able to work up to two days during the week from home. 35-hour base work week. Job Security - you could enjoy more job security compared to private sector employment and be able to contribute to making NYCs 4 East River Bridges Brooklyn, Manhattan, Williamsburg and Queensboro and other bridge infrastructures safer for pedestrians and motorists.

Qualifications

1. A baccalaureate degree from an accredited college and four years of full-time satisfactory professional experience in purchasing, procurement, contract administration or a related field, at least eighteen months of which must have been in an administrative, managerial or executive capacity or supervising professional personnel performing duties in one or more of the above fields; or

2. A combination of education and/or experience equivalent to "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in "1" above.

Possession of an acceptable professional procurement certification may be substituted for up to one year of the experience described in "1" above. However, all candidates must have the eighteen months of administrative, managerial, executive or supervisory experience described in""1" above.

Additional Information

The City of New York is an inclusive equal opportunity employer committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, veteran status, gender identity, or pregnancy.