Contract Administration Coordinator
About The Position
This position is responsible for carrying out day-to-day project assistant functions and other contract administrative tasks, contributing to the overall contracting and procurement function. The role involves reviewing requisitions, commitment requests, and contract packages, as well as following up with departments for missing documents. It also includes administrative tasks related to collecting and managing proposal submissions, assisting Procurement Directors with bids, and reviewing administrative proposals for conformity. The coordinator will also set up and manage scoring meetings, update procurement records, and handle various administrative duties as assigned by the direct supervisor. Cross-training new hires and originators, data entry, data review, and file organization are also key aspects. Additionally, the role involves preparing, proofreading, and coordinating the distribution of reports, agendas, presentations, and other documents, ensuring all meeting materials are complete and available. Coordination with other departments is essential for timely handling of paperwork such as purchase requests, payment authorization forms, and tax exemption forms.
Requirements
- High School Diploma or equivalent
- 1-2 years of administrative and/or customer service experience
- Familiarity with databases and basic computer programs; Microsoft Word, Excel, PowerPoint and Access
Nice To Haves
- Associate degree preferred
- Strong attention to detail with excellent writing and telephone etiquette preferred
Responsibilities
- Review of Requisitions
- Review Commitment Request and Contract packages
- Follow-up with originating departments to obtain missing contract documents
- Perform administrative tasks associated with collecting proposal submissions
- Assist Procurement Directors to manage bids after submission of proposals
- Review administrative proposals received for conformity and completeness
- Set up respondent proposal + interviews scoring meetings/compiling scoring sheets/update procurement drive records, at the request of the Procurement Director
- Complete projects, tasks, and other duties as assigned by direct supervisor
- Cross Training New Hires and Originators
- Data Entry, Data Review, and Files Organization
- Prepare, proofread and coordinate production and distribution of reports, agendas, presentations and other documents as needed. Ensure meeting materials are complete, orderly, and available in advance of each meeting
- Coordinate with other departments and across ESD as needed to ensure proper submittal and timely handling of required paperwork, including, but not limited to, purchase requests, payment authorization forms, tax exemption forms, shipping receipts and other office documents in a timely fashion
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
