Contract Coordinator

Calculated Hire; Louisville (KY); On-site; USD 65,000 - 80,000; Full time

Job summary

Eight Eleven Group, doing business as Calculated Hire, seeks a Procurement Specialist to manage solicitation processes, prepare bid documents, and oversee contract development and awards across the agency. You will coordinate with department heads, vendors, and contractors to ensure compliance with FTA regulations and internal policies.

The ideal candidate has an associate degree and several years in purchasing, with strong negotiation, data analysis, and stakeholder management skills.

Qualifications

• Associate degree in a related field or equivalent experience.
• 4 years in Purchasing or 2 years in procurement in a public agency.
• Equivalent combination of education and experience may be substituted.

Responsibilities

• Facilitate and administer the solicitation process through contract award and execution.
• Conduct formal procurement planning meetings with stakeholders.
• Schedule procurement and contract meetings.
• Review technical specifications and requirements from Department Heads.
• Develop solicitation documents and forms under applicable regulations.
• Prepare bid solicitation packages and post-award packages.
• Oversee contract monitoring and management.
• Administer vendor correspondence and inquiries.

Skills

Procurement planning

Contract administration

Negotiation

Data analysis

Customer service

Cross-functional collaboration

Documentation

Communication

Education

Associate degree in Business Administration

Tools

Microsoft Office

Procurement software

Job description

Develops, coordinates, participates, and monitors solicitation and contract activities agency-wide and supports facilitating the overall procurement and contract management cycle. Reviews procurement solicitation and contract requests and proposals and serves in a liaison capacity between departmental staff and department owners and contractors involved in the solicitation and contract development and approval process. Work may include supervision of procurement scheduling activities, reviews of procurement documents, and collaboration of technical scope writing. This position will support a safety and customer service culture through programs, procedures, and other related work to achieve our clients mission and strategic outcomes. The position is responsible for meeting or exceeding all internal policies and procedures with strict adherence to all local, state, and federal regulations; and performing related duties as assigned.

Essential Duties and Responsibilites

• Facilitate and administer the solicitation process through contract award and execution.
• Conduct formal procurement planning meetings with stakeholders.
• Scheduling procurement and contract meetings.
• Review technical specifications and requirements from Department Heads.
• Develop solicitation documents and forms under the regulations of the Federal Transit Administration (FTA) Circular 4220.1F and the Best Procurement Practice Manual.
• Reconcile information for and prepare bid solicitation packages & post-award packages.
• Creates and manages procurement history document files.
• Adhere to bid, sole-source, and direct purchasing thresholds.
• Maintains & Updates FTA regulations.
• Establish business relationships with new and DBE vendors.
• Add DBE vendors to the current vendor list.
• Establish and maintain effective working relationships with associates, administrative officials, and contractors.
• Manage procurement website postings & contract listings.
• Create reports and analysis.
• Oversee contract monitoring and management.
• Responsible for the preparation of responses to modifications, changes and disputes of contracts.
• Assist in the construction of board resolutions, supporting documents, and accompanying memos for procurements.
• Maintain contract modifications and all requirements.
• Manage contract values and performance.
• Analyze and develop recommendations concerning contracts and amendments with cost increases with cost data analysis.
• Perform contract close-out process.
• Management contract issues and resolutions.
• Administer vendor correspondence and inquiries.
• Perform other job-related duties as requested.

Minimum Education and Experience

• Associate degree from an accredited educational institution with major coursework in Business Administration or related field.
• Four (4) years of experience with Purchasing or two (2) years of buying or procurement experience in a public agency.
• Note: An equivalent combination of related education and experience may be substituted for the above-stated minimums excluding High School Diploma, GED, Licenses, or Certifications.

Knowledge, Skills and Abilities

• Basic principles and practices of contract administration/procurement.
• Methods and techniques utilized in quality analysis of equipment, materials, services, and supplies.
• Advanced principles and practices of customer service.
• Principles and practices of gathering, organizing, and analyzing data.
• Critical and analytical thinking skills to analyze problems and recommend appropriate solutions.
• Various methods and techniques to reach mutually agreeable solutions and outcomes.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Computers and software programs (e.g., Microsoft software packages) to conduct research, assess information, and/or prepare documentation.
• Interpret funding sources to determine contract requirements.
• Negotiate contracts and agreements.
• Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to procurement programs and functions.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of procurement goals.
• Multi-task in a fast-paced environment and work independently as well as collaboratively with a high level of initiative.
• Establish and maintain cooperative working relationships with those contacted in the course of business, including employees, government entities, and contractors.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Effectively use computer systems, applications, and modern business equipment to perform a variety of work tasks.

Working Conditions

Incumbents generally work in a typical office environment with adequate light and temperature. There may be occasional exposure to extreme temperatures, loud noise, fumes, noxious odors, dust, mist, gases, and poor ventilation; must be able to see, hear and speak; and sit at a desk for long periods of time. Work may require some level of mobility including lifting or moving materials. Incumbents may interact with upset staff and/or members of the public in interpreting and enforcing departmental policies and procedures.

This position requires a pre-employment screening.

Eight Eleven Group (DBA Calculated Hire) provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.

ABOUT EIGHT ELEVEN

At Eight Eleven, our business is people. Relationships are at the center of what we do. A successful partnership is only as strong as the relationship built. We're your trusted partner for IT hiring, recruiting and staffing needs.

For over 16 years, Eight Eleven has established and maintained relationships that are designed to meet your IT staffing needs. Whether it's contract, contract-to-hire, or permanent placement work, we customize our search based upon your company's unique initiatives, culture and technologies. With our national team of recruiters placed at 21 major hubs around the nation, Eight Eleven finds the people best-suited for your business. When you work with us, we work with you. That's the Eight Eleven promise.

Eight Eleven Group provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, national origin, age, sex, citizenship, disability, genetic information, gender, sexual orientation, gender identity, marital status, amnesty or status as a covered veteran in accordance with applicable federal, state, and local laws.