Procurement & Contracts Administrative Specialist

Oakland Housing Authority; Oakland (CA); On-site; USD 92,000 - 102,000; Full time

Job summary

Oakland Housing Authority is seeking a Procurement & Contracts Assistant for a project up to 36 months. The role supports procurement, contracts, and compliance activities with a focus on documentation, recordkeeping, and workflow optimization.

The position involves assisting Contracts Specialists, preparing procurement documents, posting solicitations, coordinating bidder events, and generating reports using the Yardi system. Strong organizational skills are essential.

Qualifications

• Three years of experience in procurement or buyer-related work.
• Associate's degree in business administration or a related field.
• Bachelor's degree in business administration or related field with one year procurement experience.
• Valid California driver’s license and ability to maintain insurability.
• Bilingual skills in ASL, Mandarin, Cantonese, Vietnamese, and/or Spanish are a plus.
• Equivalent combinations of education, training, and experience will be considered.

Responsibilities

• Receives and analyzes purchase requisitions, ensuring all required procurement documentation is attached and compliant with policies.
• Assists Contract Specialists to keep procurement records accurate, current, and complete.
• Maintains organized procurement files including contracting correspondence and documentation.
• Proofreads specifications, bids, and purchase orders for completeness.
• Links Purchase Orders to Contracts in the Contract Module.
• Assists in mass closing/opening of Purchase Orders.
• Pulls reports from Yardi to identify purchasing trends.
• Obtains competitive quotations per policy.
• Evaluates, tabulates, and recommends awarding contracts or POs.
• Issues POs and documents to vendors and staff when fully executed.
• Maintains vendor mailing list for procurements alerts.
• Assists with posting solicitations and pre-proposal conferences.
• Prepares for bidder’s conferences and vendor outreach events.
• Maintains procurement databases and website data.
• Delivers procurement documents and notices by mail.
• Updates contract actions in the procurement system.
• Prepares procurement documents such as amendments and termination letters.

Skills

Procurement administration

Document processing

Vendor coordination

Office software

Yardi PayScan

Education

Associate's degree in business administration

Bachelor's degree in business administration

Tools

Yardi PayScan

Job description

Oakland Housing Authority is seeking a Procurement & Contracts Assistant for a project up to 36 months. The role supports procurement, contracts, and compliance activities with a focus on documentation, recordkeeping, and workflow optimization.

The position involves assisting Contracts Specialists, preparing procurement documents, posting solicitations, coordinating bidder events, and generating reports using the Yardi system. Strong organizational skills are essential.