The ability to interact with staff (at all levels) in a fast-paced environment, sometimes under time constraints, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.  Assists the Procurement Manager & department staff with the required reporting, researching and maintaining statistical data as well as overseeing the procurement policy and procedures as required. 

Responsibilities: 

• Maintain department calendar with upcoming meetings, prepare meeting agendas, reserve rooms and take notes 

• Send emails, make calls, send notices to vendors 

• Serve as the external liaison to discuss, resolve and provide information on procurement policy/procedures, and project activities to facilitate department goal/request attainment. 

• Create & track comparatives in Insite for approval 

• Communicate with Diversity Contract Compliance department to obtain DBE firm contact  

• Update Contract Directory/Procurement Plan/RFP Log 

• Collect current Certificate of Insurance documents for all vendors to ensure it meets contract requirements  

• Manage and review all vendors Certificate of Insurance, identify deficiencies and work with vendors to obtain compliant status   

• Collect vendor W9, NTI department contract documents, certificates to complete NTP checklist  

• Administer subcontractor evaluations process with department managers for submittal in Insite system for approval 

• Complete credit application and information sheets for vendors.  

• Obtain vendor and CEO signature on all fully executed documents in Adobe Sign system 

• Attend Pre-Con meetings to update and inform staff and vendors on agreement status and missing documents 

• Inform vendors about upcoming contract opportunities & update outreach materials/handouts. 

• Update and store department documents on department server systems and files electronically 

• Organize documents to be available to NTI Staff and procurement staff by procedure 

• Prepare department documents for in-person Board of Manager meetings/reports 

• Update contract Directory/CO & Comparatives/Procurement Plan 

Reporting: 

• Create Summary of Comparatives per request  

• Create and develop transaction reports on all contracts on the projects 

• Track all completed comparatives for reporting  

• Update Subcontractor Information {contact information, etc.} 

• Assists in creating & analyzing compliance reporting documents  

• Create and submit reports to Procurement Manager 

Minimum Requirements: 

• Minimum of two (2) years of experience in similar coordinator positions.  

• Minimum of three to five years of experience working in a procurement/purchasing department. 

• Bachelor of Science Degree in Business Administration or related field preferred 

• Proficiency in Outlook, Microsoft Word, Excel, PowerPoint and Microsoft Project.  

• Ability to pay close attention to detail, ensuring accuracy in work & complete tasks on-time  

• Works independently, multitask, manage time and workload, which includes planning, prioritizing, organizing, and following-through on a variety of tasks, assignments, projects, and reports. 

• Ability to effectively communicate, verbally and in writing, at all levels of the organization and with contractors with tact and diplomacy. 

• Present solutions to manager to complex problems & scope requiring through knowledge of department practices. 

• Remain operationally focused and obtain knowledge of the organization to balance business priorities, individual team needs, manager’s style and company policy 

• Working knowledge of processes, procedures and regulations and ability to deal with politically sensitive and confidential issues 

• All other job-related duties as assigned.