Procurement & Contract Assistant

Metropolitan Development•Nashville, TN

9d•$46,238 - $52,012•Hybrid

About The Position

The Procurement and Contract Assistant performs professional and administrative work supporting the agency’s procurement, contracting, vendor engagement, and regulatory compliance functions. The incumbent provides technical assistance to agency staff and vendors, maintains procurement and contract records, coordinates vendor outreach activities, and supports Davis-Bacon and construction contract compliance efforts.

Requirements

Two-year degree plus three years’ experience.
Managing records.
Any combination of experience and training that provides the equivalent scope of knowledge, skill and technical ability to properly perform the work as described.
Strong written and verbal communication skills, including the ability to explain complex regulatory issues clearly.
High level of accuracy, attention to detail, and follow‑through.
The ability to perform work with or without accommodation requires the ability to sit, stand, and walk; dexterity of the hands; clarity of vision, speech, and hearing; the power of observation; and other physical duties as required.
Excellent organizational, administrative, and documentation skills.

Nice To Haves

A four-year degree in a related field plus two years of related experience with procurement processes, administering and enforcing contracts and legal agreements.

Responsibilities

Review purchase requests and process according to state and agency rules, policies and procedures.
Locate sources of supplies and services.
Compare cost, quality and availability of products and services. Identify the most economical order quantity and means of delivery.
Apply agency purchasing guidelines, policies and procedures to select purchasing method.
Obtain limited vendor quotations, review results and award purchase.
Work with agency staff to identify needs and recommend products available through existing state procurement contracts.
Create Purchase Orders in agency’s Yardi financial system.
Verify the delivery of products or services according to specifications and terms of contract.
Respond to questions or delivery problems from staff and vendors.
Solve shipping, receiving and billing discrepancies, coordinate returns and credits.
Expedite orders, reschedule deliveries, cancel and reorder supplies and products.
Assist in the preparation of materials that explain contracting and agreement procedures.
Assist staff with preparing for bid openings and contract award by gathering and organizing documents.
Assist with proposal reviews by coordinating and scheduling meetings and obtaining needed documents.
Research previous agreements, leases, current procedures, and regulations.
Maintain electronic databases and files used to track leasing or contract activity.
Obtain agency/agencies agreement on contract/agreement and route for execution and distribution.
Input data into the agency’s electronic procurement system at all required steps of the procurement.
Enter data into several systems to track project tasks and utilize to report back to customers.
Ensure contract files are maintained according to internal procedures and policies.
Maintain tracking of assignments and contracts. Compile contract and process status reports.
Develop a vendor outreach program to inform firms on how to do business with MDHA.
Strategically assist current and prospective vendors with the agency’s vendor registration process in agency’s procurement system.
Outreach will include posting solicitations on platforms and forums intended to generate awareness, calling prospective vendors, and emailing prospective vendors to strengthen engagement and promote competition.
Develop resources in multiple languages (e.g. videos, how-to guides, etc.) to familiarize the vendor community with the Procurement registration process.
Plans, organizes, and participates in contract compliance, procurement, and close-out activities for construction projects.
Reviews contractor documentation, certified payroll records, wage and fringe benefit payments, worker classifications, and related compliance submissions to ensure adherence to Davis-Bacon, DBE, Section 3, and other regulatory and contractual requirements.
Provides guidance and technical assistance to contractors, subcontractors, government agencies, businesses, labor organizations, and other stakeholders regarding prevailing wage and compliance matters.
Serves as liaison with contractors and subcontractors to obtain, review, process, and maintain required project documentation, including insurance certificates, compliance records, and close-out documents.
Reviews and processes pay applications and invoices for compliance with contract requirements; maintains contract, labor, and project files to support audit and reporting requirements.
Prepares and submits periodic reports to HUD and other federal, state, and local agencies.
Provide technical assistance to customer divisions on the use of the agency’s eProcurement system.
Process agency’s daily incoming and outgoing mail.
Performs other related duties as assigned.