PROCUREMENT COORDINATOR

State of Arkansas; Little Rock (AR); On-site; USD 57,000 - 85,000; Full time

Job summary

The State of Arkansas is seeking a Procurement Coordinator to manage and facilitate the acquisition of goods and services for the department, ensuring compliance with state laws and internal policies. The role supports day-to-day procurement functions, prepares documents, processes orders, coordinates with vendors, and tracks milestones.

This on-site position emphasizes documentation, audit readiness, and timely procurement performance, with responsibilities including contract administration,

Qualifications

• Bachelor’s degree in business administration, public administration, supply chain management, or a related field.
• Two years of experience in procurement, contract management, or a related field.
• Experience with state procurement laws and regulations preferred.

Responsibilities

• Assist in preparing procurement documents including RFPs, IFBs, purchase orders, and contracts.
• Review procurement requests to ensure compliance with state regulations before processing.
• Coordinate release of procurement solicitations and provide vendors with submission instructions.
• Assist in tracking procurement milestones, including vendor selection, contract award, and delivery timelines.
• Provide information and guidance to vendors regarding procurement policies and requirements.
• Ensure vendors comply with contract terms and conditions.
• Monitor procurement transactions and follow up on outstanding orders for timely delivery.
• Assist in managing inventory and maintaining proper documentation for accounting.
• Maintain organized records of procurement activities and transactions for audit compliance.
• Support contract administration by monitoring terms and obligations and ensuring fulfillment.
• Review contracts for accuracy before final approval and execution.
• Track contract renewal dates, amendments, and changes and communicate updates.
• Prepare procurement reports tracking budgets, spending, and vendor performance.
• Compile procurement data for management review to identify trends and savings opportunities.

Skills

Procurement

Regulatory compliance

Vendor coordination

Record keeping

Document review

Education

Bachelor’s degree in business administration/public administration/supply chain management

Job description

The Procurement Coordinator plays a vital role in the state government procurement process by managing and facilitating the acquisition of goods and services required by the department. This position ensures compliance with state procurement laws, regulations, and internal policies while providing support for the day-to-day procurement functions. The Procurement Coordinator is responsible for assisting in the preparation of procurement documents, processing orders, coordinating with vendors, and ensuring that all procurement activities are completed efficiently, transparently, and in a timely manner.

This position requires on-site employment with no remote or hybrid options available.Job Responsibilities and Expected Results

Assist in the preparation of procurement documents, including requests for proposals (RFPs), invitations for bids (IFBs), purchase orders, and contracts.

Review procurement requests from departments, ensuring they are complete and comply with state regulations before processing.

Coordinate the release of procurement solicitations and ensure vendors receive proper instructions for submitting proposals or bids.

Assist in tracking and managing procurement milestones, including vendor selection, contract award, and delivery timelines.

Provide information and guidance to vendors regarding procurement policies, procedures, and requirements.

Ensure that vendors are in compliance with the terms and conditions outlined in contracts.

Monitor procurement transactions and follow up on outstanding orders to ensure timely delivery and completion.

Assist in managing the inventory of goods and supplies, ensuring proper documentation and tracking for accounting purposes.

Maintain organized records of procurement activities and transactions, ensuring compliance with audit standards.

Support contract administration by monitoring contract terms and conditions to ensure that vendors fulfill their obligations.

Review contracts for accuracy and completeness before final approval and execution.

Assist in tracking contract renewal dates, amendments, and changes, ensuring all updates are documented and communicated appropriately.

Assist in preparing procurement reports, including tracking procurement budgets, spending, and vendor performance.

Compile procurement data for management review, identifying trends, savings opportunities, and areas for improvement.

Position Information

Job Series: Procurement

Class Code: PPR02P

Pay Grade: SGS07

Salary Range: $57,351 - $84,879

Job Summary

The Procurement Coordinator plays a vital role in the state government procurement process by managing and facilitating the acquisition of goods and services required by the department. This position ensures compliance with state procurement laws, regulations, and internal policies while providing support for the day-to-day procurement functions. The Procurement Coordinator is responsible for assisting in the preparation of procurement documents, processing orders, coordinating with vendors, and ensuring that all procurement activities are completed efficiently, transparently, and in a timely manner.

Primary Responsibilities

• Assist in the preparation of procurement documents, including requests for proposals (RFPs), invitations for bids (IFBs), purchase orders, and contracts.
• Review procurement requests from departments, ensuring they are complete and comply with state regulations before processing.
• Coordinate the release of procurement solicitations and ensure vendors receive proper instructions for submitting proposals or bids.
• Assist in tracking and managing procurement milestones, including vendor selection, contract award, and delivery timelines.
• Provide information and guidance to vendors regarding procurement policies, procedures, and requirements.
• Ensure that vendors are in compliance with the terms and conditions outlined in contracts.
• Monitor procurement transactions and follow up on outstanding orders to ensure timely delivery and completion.
• Assist in managing the inventory of goods and supplies, ensuring proper documentation and tracking for accounting purposes.
• Maintain organized records of procurement activities and transactions, ensuring compliance with audit standards.
• Support contract administration by monitoring contract terms and conditions to ensure that vendors fulfill their obligations.
• Review contracts for accuracy and completeness before final approval and execution.
• Assist in tracking contract renewal dates, amendments, and changes, ensuring all updates are documented and communicated appropriately.
• Assist in preparing procurement reports, including tracking procurement budgets, spending, and vendor performance.
• Compile procurement data for management review, identifying trends, savings opportunities, and areas for improvement.

Knowledge and Skills

• Understanding of procurement practices and procedures, including familiarity with state procurement laws and regulations.
• Ability to review and process procurement documents, ensuring compliance with departmental and state guidelines.
• High attention to detail, with the ability to review procurement documents and vendor contracts for accuracy and completeness.
• Ability to track and maintain procurement records and documentation in an organized manner.
• Strong written and verbal communication skills to interact with vendors, internal teams, and senior management.
• Ability to clearly communicate procurement policies, processes, and timelines to external stakeholders.
• Strong organizational abilities to manage multiple procurement projects simultaneously while meeting deadlines.
• Ability to prioritize tasks effectively, ensuring the timely completion of procurement processes.
• Ability to identify and resolve issues in the procurement process, such as discrepancies in orders or contract performance issues.

Minimum Qualifications

Bachelor’s degree in business administration, public administration, supply chain management, or a related field, plus two (2) years of experience in procurement, contract management, or a related field is required.

Satisfaction of the minimum qualifications, including years of experience and service, does not entitle employees to automatic progression within the job series. Promotion to the next classification level is at the discretion of the department and the Office of Personnel Management, taking into consideration the employee’s demonstrated skills, competencies, performance, workload responsibilities, and organizational needs.

Licensure/Certifications

N/AOTHER JOB RELATED EDUCATION AND/OR EXPERIENCE MAY BE SUBSTITUTED FOR ALL OR PART OF THESE BASIC REQUIREMENTS, EXCEPT FOR CERTIFICATION OR LICENSURE REQUIREMENTS, UPON APPROVAL OF THE QUALIFICATIONS REVIEW COMMITTEE.