Senior Procurement Contract Administrator

General Summary:The Senior Procurement Contract Administrator is responsible for serving as the primary liaison for internal and external stakeholders regarding the procurement of supplies, materials, and equipment. This role will manage contracts, ensure compliance, and address any contract-related issues. The individual will oversee the Request for Proposal (RFP) process and other procurement activities for supplies, materials, and equipment purchases. Additionally, they will develop, implement, and manage best practice standard terms and conditions in purchase orders to mitigate risk and protect the organization. The individual must also embody and adhere to the organization's core values of Accountability, Stewardship, Pioneer, Integrity, Respect, and Excellence (ASPIRE) and support its mission and vision.A valid driver's license and a clean driving record are required for this role.Key Responsibilities:Contract Administration: Manage and oversee purchase contracts for supplies, materials, and equipment, coordinating with legal teams to ensure proper compliance and documentation.Contract Review & Negotiation: Evaluate contracts for the best pricing, delivery options, and accuracy. Address discrepancies and ensure alignment with organizational guidelines and requirements.Contract Performance Monitoring: Develop and implement a system to track and evaluate contract performance to ensure compliance with terms and obligations.Risk Assessment: Identify and assess potential risks related to contract non-compliance and address these concerns proactively.Reporting & Analysis: Prepare reports on contract compliance, supplier performance, and contract renewal schedules. Provide actionable insights to management regarding contract status and opportunities for improvement.Stakeholder Communication: Share contract details, terms, and processes with internal teams and external partners to ensure transparency and understanding.Cost Optimization: Evaluate supplier products and services to identify cost-saving opportunities and suggest process improvements.Vendor Management: Oversee vendor relationships, ensuring compliance with contractual obligations and addressing any performance or delivery issues.RFP & Bid Management: Manage the full RFP process, including preparation, solicitation, and evaluation of vendor responses. Create and evaluate pricing quotes and bids outside of the RFP process as needed.Mobile Contracts Management: Oversee cellular contracts, negotiate pricing, manage renewals, and coordinate the discontinuation of services. Work with payroll to ensure stipend requirements for mobile services are met.Collaboration with Accounts Payable: Collaborate with accounts payable to resolve invoicing issues and ensure that payments align with purchase order or contract terms.Documentation & Filing: Maintain organized digital and hard copy files for vendor contracts, performance evaluations, and procurement documentation.Contract Renewal & Archiving: Keep track of contracts that require renewal, and ensure proper archiving of contracts and related documentation.Required Qualifications:Education: Bachelor's degree from an accredited institution.Experience:Minimum of 7 years of purchasing experience.Minimum of 3 years of contract management experience.Preferred Experience:Experience in procurement and contracts within government or nonprofit sectors.Familiarity with ERP systems.Knowledge:Proficiency in contractual agreement language and terms.Solid understanding of contract management, bidding processes, procurement procedures, and standard terms and conditions.Familiarity with RFP development, templates, and legal compliance.Licenses/Certifications: Valid U.S. driver's license.Skills and Abilities:Strong critical thinking, problem-solving, and negotiation skills.Positive leadership abilities and professional interpersonal skills.Ability to communicate effectively with internal and external stakeholders via phone, email, and in person.Ability to operate a motor vehicle in all weather conditions.Strong computer proficiency, particularly with Microsoft Office (Word, Outlook, Visio, PowerPoint, Excel).Excellent written and verbal communication skills, including public speaking and presentations.Strong organizational and time management abilities, capable of managing multiple priorities with attention to detail and accuracy.Ability to detect errors and inconsistencies and maintain accurate records.Ability to work independently and maintain confidentiality.

Created: 2025-03-10