Contracts & Procurement Analyst

Port of Tacoma; Tacoma (WA); On-site; USD 80,000 - 97,000; Full time

Job summary

Port of Tacoma is seeking a procurement professional to manage the pre-award contracting process, including solicitation development, vendor Q&A, bid evaluation, and award to best value bidders. The role ensures compliance with grants, policies, laws, and regulations and supports contracting activities across the organization.

The ideal candidate has 2+ years in contract administration or public procurement, strong written and verbal communication, and proficiency with procurement systems

Qualifications

• Bachelor's degree or equivalent; 2+ years contracting/pre-award procurement experience preferred.
• Experience creating solicitation documents for consulting services or goods.
• Familiarity with grants, laws, and regulations governing procurements.
• Strong written and verbal communication; proficient in procurement systems.

Responsibilities

• Lead procurement (pre-award) phase: develop contract specs, scope, solicitations, addenda, conferences, bid openings and evaluations.
• Coordinate with Finance to reclassify charges and manage procurement records in the system of record; monitor KPI real-time.
• Ensure compliance with Port/NWSA resolutions, administrative procedures, and grant requirements.
• Support contract administration and provide guidance; back up senior contract administrator as needed.

Skills

Contract admin

Public procurement

Solicitation development

Vendor management

Compliance

Education

Bachelor's degree in business, accounting, or related field

Tools

MRSCRosters.org

Job description

Anticipated starting salary is between $80,364 - $97,356 depending on qualifications.

This position has responsibility for oversight, administration, and execution of the procurement (pre-award) phase of contracting; to include determination of appropriate procurement method, creation of solicitation documentation, pre-proposal/bid conferences, coordination, proposal and bid evaluation and contract award. Ensures all Port of Tacoma (“Port”) and Northwest Seaport Alliance (NWSA) procurements are accomplished in compliance with grants, policies, procedures, laws, and regulations.

This position also supports the preparation and administration of contracting activities for the organization.

• Facilitates the organization’s procurement (pre-award) phase of contracting; including contract specifications, scope development, issuing solicitation documents, receive and respond to vendor questions, prepare and issue necessary addenda, schedule and host pre-proposal/bid conference, host bid openings, receive bid packages and proposals, distribute responsive bids to evaluators, coordinate the evaluation process including oral presentations, and review rates/fees to ensure best value. Conduct pre-award survey; recommend and send rejection letters and award letter to best value responsive and responsible bidder.
• Responsible for accurate and timely entering of contracts and procurement tasks into the system of record, perform system transactions, and monitor reports for accuracy and provide troubleshooting on errors. Initiate system contract process, and file procurement documentation. Departmental resource for contract and procurement technology. Drive KPI accountability, monitor in real time, and act swiftly to correct gaps.
• Responsible for ensuring contract activities comply with Port/NWSA resolutions, applicable administrative procedures and adhere to laws and grant requirements.
• Coordinates with Finance for reclassification of charges, audits, and asset booking. Oversee the contract and Labor & Industries closeout processes.
• Administration of small works roster and the award process for limited public works construction projects. Manages the vendor bidding pool and maintaining the Port’s Small Works, Architect and Engineering (AE) and Personal Services Rosters on MRSCRosters.org, providing procurement information to interested vendors and ensuring fair, objective, and open solicitation. Engage with vendors at outreach events to support diversification of the vendor list.
• Provides support and guidance in functional areas of contract administration. Supports the management, oversight, negotiation, and administration of contracts while acting as a back up to the Sr. Contract Administrator in their absence. Supports organizational training/cross departmental knowledge sharing.

Bachelor’s degree in business, accounting, or related field required. An additional four (4) years of relevant experience may substitute for a bachelor’s degree.

This position requires a minimum of two (2) years of progressively responsible experience in contract administration in the public or private sector and/or public procurement. Experienced with creation of solicitation documents for consulting services or purchased goods and materials.

Professional certification is highly desirable but not required.

Requires a valid driver’s license and acceptable driving record, to operate Port/NWSA vehicles, travel between work sites, attend off‑site meetings and/or events, and perform essential job functions.

For non-Public Works focus:

Must have an excellent understanding of contract and service agreement processes, procedures, interpretation, scheduling, and cost factors. Must be knowledgeable of applicable RCW Codes, laws, insurance, and bonding requirements related to purchase agreements and contracts. Must have the ability to read and interpret contract language and possess a basic understanding of generally acceptable accounting principles. Must have proficient computer skills and effective verbal and written communication skills. Must have the ability to maintain positive working relationships while conducting sensitive internal reviews and audits.

For Public Works focus:

Must have an excellent understanding of public works construction processes, procedures, specifications interpretation, scheduling, and cost factors. Must have a basic understanding of the concept of design flow and sequences and construction practices. Must be knowledgeable of applicable RCW Codes, laws, insurance, and bonding requirements related to major capital construction projects. Must have the ability to read and interpret contract language and possess a basic understanding of generally acceptable accounting principles. Must have proficient computer skills and effective verbal and written communication skills. Must have the ability to maintain positive working relationships while conducting sensitive internal reviews and audits.