Procurement Coordinator

Columbia Housing Authority•Columbia, SC

4h•Onsite

About The Position

The primary purpose of this position is to coordinate day-to-day procurement activities and insurance programs throughout the organization. The incumbent is responsible for coordinating all contract activities, including advertising and issuance of solicitations; preparation of contracts; management of the master contract log; monitoring contract expirations and renewals as applicable. This position also manages all insurance policies, including property, liability, auto, and Director and Officers coverage. All activities must support the Columbia Housing Authority’s (“CH” or “Authority”) mission, strategic goals, and objectives.

Requirements

Extensive knowledge of contracting and procurement procedures, types and methods, including formal advertising, negotiation, fixed-price and cost contracts, use of special provisions and incentives and unique regulatory requirements pertinent to diverse procurements.
Ability to understand, act on, and interpret policies; and to implement regulations and procedures as set forth by the Housing Authority and/or HUD.
Strong skills in fact-finding and analysis, report writing and presentation development.
Ability to understand and effectively express oral and written instructions.
Bachelor’s Degree in Business Administration or related field.
Minimum of four (4) years of experience in procurement administration and compliance.
Some positions may require possession of a valid driver’s license and the ability to be insured under the Authority’s automobile insurance plan at the standard rate.
Strong computer skills (e.g. MS Word, Excel, PowerPoint, and Outlook).
Ability to learn other computer software programs as required by assigned tasks.

Responsibilities

Supports all departments within the organization in the procurement of goods and services as needed; coordinates with departments to establish an annual procurement schedule and estimated monthly quantities of routine goods.
Ensures all procurements are completed within HUD Regulations and the Columbia Housing Procurement Department. Complete required cost estimates, cost analysis, and create and maintain contract files.
Ensure the Columbia Housing Procurement Policy is updated on an annual basis or as needed.
Recruits contractors and vendors; monitors State of South Carolina and GSA contracts and identifies “piggy-back” opportunities to engage approved contractors and vendors in the expedited provision of goods and services.
Develops and maintains standardized solicitation templates with appropriate terminology; develops and maintains master solicitation tracking log and annual solicitation schedule for posting to website; updates log and schedules as applicable.
Prepares contract documents for related solicitations; coordinates public posting and advertising; receives all responses to solicitations and verifies compliance with submission requirements; secures electronic signatures on contract documents; coordinates and schedules pre-contract meetings; maintains electronic contract files with all required contract documents.
Develops, maintains, and updates master contract log with all information, including effective date; term; renewal date(s); contact; FEIN number; and other pertinent information; distributes by the tenth of each month to all departments.
Obtains and reviews competitive bids, quotes, and proposals from vendors and contractors; evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production, and distribution capabilities; assists with negotiations with chosen vendors.
Evaluates and monitors contract performance through surveys with end users of products and services; assists in clarifying contract requirements and resolving any conflicts.
Prepares purchase orders in the agency software system as applicable; processes contract payments in the corresponding systems; and resolves payment issues with vendors as needed.
Communicates with vendors on a regular basis; maintains the vendor database current in coordination with the Finance Department (HAB) and in the Docuware system; assures W-9’s, Direct Deposit forms, and EIN numbers are current and accurate; contacts vendors as needed to update information.
Attends bid openings and other departmental meetings; accurately transcribes meeting minutes, tabulates bids, distributes, and tracks construction plans and specifications.
Coordinates all insurance certificates with contractors, ensuring that the agency is listed as the certificate holder; provides copies of certificates to the CH insurance coordinator to maintain for insurance carriers.
Serves as liaison with South Carolina Insurance Reserve Fund and private insurance brokers; monitors coverage and policies, assuring timely renewals; secures new or additional coverage based on lender and investor requirements as needed; coordinates with finance to assure timely payment of all insurance policies.
Develops and implements standard operating procedures to report incidents throughout the organization; promptly reports and files claims with insurance carriers; refers all liability and/or legal claims to CH Legal Counsel; coordinates with adjusters to settle claims; works closely with Sr. Project Manager to complete repairs for claims.
Coordinates and/or leads other assigned special projects with all members of the Executive Team.
Performs other duties as assigned.