PROCUREMENT COORDINATOR

State of Arkansas•Conway, AR

1d•Onsite

About The Position

We are looking for a dedicated and detail-oriented Procurement Coordinator to join our esteemed education television station. In this crucial role, you will serve as the subject matter expert on procurement activities, overseeing and executing processes for the efficient and compliant acquisition of goods and services for Arkansas TV, in accordance with state laws. The ideal candidate will be proactive and experienced, ensuring that procurement functions are conducted transparently and effectively. If you are highly organized, committed to public service, and passionate about procurement, we invite you to apply and help us make a meaningful difference at Arkansas TV.

Requirements

Understand state procurement laws and best practices.
Ensure adherence to departmental and state compliance guidelines.
Demonstrate strong verbal and written skills for effective vendor and management interaction.
Clearly articulate procurement policies and timelines to external stakeholders.
Thoroughly review procurement documents for accuracy and completeness.
Maintain organized and detailed procurement records and documentation.
Effectively manage multiple procurement projects while adhering to deadlines.
Prioritize tasks to ensure timely completion of procurement processes.
Strong analytical and problem-solving abilities.
Identify and address discrepancies in orders and contract performance issues.
Bachelor’s degree in business administration, public administration, supply chain management, or related field.
Two (2) years of proven experience in procurement, purchasing, or supply chain management, or a related field is required.
Proficient in using procurement software and tools.
Understanding of procurement practices and procedures, including familiarity with state procurement laws and regulations.
Ability to review and process procurement documents, ensuring compliance with departmental and state guidelines.
High attention to detail, with the ability to review procurement documents and vendor contracts for accuracy and completeness.
Ability to track and maintain procurement records and documentation in an organized manner.
Strong written and verbal communication skills to interact with vendors, internal teams, and senior management.
Ability to clearly communicate procurement policies, processes, and timelines to external stakeholders.
Strong organizational abilities to manage multiple procurement projects simultaneously while meeting deadlines.
Ability to prioritize tasks effectively, ensuring the timely completion of procurement processes.
Ability to identify and resolve issues in the procurement process, such as discrepancies in orders or contract performance issues.

Nice To Haves

2-4 or more years of Arkansas state procurement experience.

Responsibilities

Serve as the subject matter expert for agency procurement activities.
Oversee and execute procurement processes for timely, cost-effective acquisition of goods and services.
Review and approve purchase orders for accuracy and policy compliance.
Write RFPs, RFQs, and IFBs; submit documentation to OSP for contract review.
Prepare sole source justifications and emergency clarifications.
Draft and manage service contracts; complete Vendor Performance Reports to evaluate effectiveness.
Guide vendors on compliance with procurement policies and contract terms.
Collaborate with Division Directors and managers to identify procurement needs and develop strategic sourcing.
Communicate policies and timelines to departments, ensuring understanding and compliance.
Monitor procurement transactions, ensure timely delivery, and manage inventory documentation.
Lead preparation of procurement reports, tracking budgets, and vendor performance.
Compile and analyze procurement data for trends and improvement opportunities.
Perform necessary activities related to year-end procurement close.
Liaison to OSP (Office of State Procurement).
PCard and TCard administrator for the agency.
Set up Asset shells in AASIS for capital purchases.
Manage physical inventory processes for the agency.
Collaborate with the Arkansas Division of Building Authority on construction projects and activities.
Assist in the preparation of procurement documents, including requests for proposals (RFPs), invitations for bids (IFBs), purchase orders, and contracts.
Review procurement requests from departments, ensuring they are complete and comply with state regulations before processing.
Coordinate the release of procurement solicitations and ensure vendors receive proper instructions for submitting proposals or bids.
Assist in tracking and managing procurement milestones, including vendor selection, contract award, and delivery timelines.
Provide information and guidance to vendors regarding procurement policies, procedures, and requirements.
Ensure that vendors are in compliance with the terms and conditions outlined in contracts.
Monitor procurement transactions and follow up on outstanding orders to ensure timely delivery and completion.
Assist in managing the inventory of goods and supplies, ensuring proper documentation and tracking for accounting purposes.
Maintain organized records of procurement activities and transactions, ensuring compliance with audit standards.
Support contract administration by monitoring contract terms and conditions to ensure that vendors fulfill their obligations.
Review contracts for accuracy and completeness before final approval and execution.
Assist in tracking contract renewal dates, amendments, and changes, ensuring all updates are documented and communicated appropriately.
Assist in preparing procurement reports, including tracking procurement budgets, spending, and vendor performance.
Compile procurement data for management review, identifying trends, savings opportunities, and areas for improvement.