Procurement Administrator

Company: Ignite Human Capital
Location: San Diego
Posted on: May 15, 2022

Job Description:

Job DescriptionPURPOSE Located in Downtown San Diego, the Procurement Administrator performs activities including managing competition and soliciting for the various needs of the Corporation, evaluating qualification and proposal packages, negotiating terms and conditions, and creating and managing purchase orders and contract agreements. This position will support all departments within the Corporation. POSITION DESCRIPTION The candidate must be a highly motivated, detailed, results-driven individual who works collaboratively with the staff of all levels throughout the organization. This person should be a creative team player who can manage multiple priorities and cooperatively and enthusiastically switch between responsibilities at a moment's notice. Will partner with various internal departments throughout the facility to understand and fulfill the organization's material and service requirements. COMPETENCIES

• Business Acumen
• Negotiating
• Planning
• Process Management
• Conflict Management
  • Peer Relationships
  • Functional/Technical Skills ESSENTIAL DUTIES AND RESPONSIBILITIES
    • Meets with internal clients to understand client needs and strengthen client relationships.
    • Assists internal client(s) in developing requirements and scope of work documentation.
    • Provides recommendations on the development and implementation of purchasing strategies.
    • Identifies opportunities for cost savings to optimize total cost of ownership (TCO).
    • Proposes and drafts evaluation criteria to determine contractor/vendor selection on a best value basis.
      • Identifies potential vendors, assists in the preparation, facilitation, and issuing of Request for Quotations (RFQ) and Requests for Proposals (RFP) including site visits, interviews, and bidder evaluations.
      • Facilitates responses to requests for information from interested bidders for various procurement activities.
      • Reviews proposals from third parties using evaluation criteria and market analysis.
      • Writes and executes contracts and purchase orders for construction, services, materials, and IT.
      • Works closely with internal support organizations including legal, finance, and risk.
        • Manages contracts by reviewing spend history, expiration dates, and issuing change orders as needed.
        • Maintains records to demonstrate that proper protocol was followed in the sourcing and contracting processes.
        • Ensures contractors have and maintain a valid Contractors State License Board (CSLB) license and classification appropriate for the scope of work, Department of Industrial Relations (DIR) Public Works Contractor registration, and certificate(s) of insurance.
        • Advises internal clients on contract management practices to follow procurement policies and procedures.
        • Manages conflict resolution between suppliers/contractors and stakeholders to drive resolution.
          • Registers and updates applicable public works projects with the California Department of Industrial Relations (DIR). Provides DIR project registration to contractors and vendors for compliance with labor laws.
          • Gathers, compiles, and analyzes data and materials and prepares reports for assigned purchase orders and contracts, as needed.
          • Processes documents and correspondence as needed and maintains updated records and contract files.
          • Applies appropriate procurement and contracting principles, practices, laws, procedures, and terminology, including applicable California Code of Regulations and San Diego Municipal Code. SUPERVISORY While there are no direct reports to this position, this position may provide guidance to various staff and other procurement personnel as needed. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE Bachelor's degree from an accredited college or university in business, supply chain, or equivalent experience/related field and two (2) to five (5) years' experience working in a procurement or contract management function. Experience in a governmental environment, including knowledge of living wage, prevailing wage, public works laws, preferred. LANGUAGE SKILLS Excellent verbal and written communications skills. Ability to read, analyze, and interpret general business periodicals, business contracts, technical procedures, or governmental regulations. Ability to compose reports, business correspondence, and procedure manuals. Ability to effectively, with professionalism and courtesy, present information and respond to questions from individuals or groups of employees, clients, customers, and the general public. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of numerical representation, including whole numbers, fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret various graph displays. REASONING ABILITY Strong analytical and problem-solving skills. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of technically diverse instructions furnished in written, oral, diagram, or schedule form. Ability to apply logical thinking to identify and explain problems, collect data, and establish fact, and create a valid conclusion or resolution to problems. CERTIFICATES, LICENSES, REGISTRATIONS Certified Professional in Supply Management (CPSM), Certified Supply Chain Professional (CSCP), Certified Professional Contract Manager (CPCM) or other equivalent are desired. OTHER SKILLS AND ABILITIES Possesses strong communication and teamwork skills to adapt to changing circumstances. Able to problem solve and negotiate to achieve best results using critical thinking and analytical skills. Robust knowledge of Microsoft applications including Word, Excel, Outlook, as well as ERP systems. PHYSICAL DEMANDS While performing the duties of this job the employee is regularly required to remain in an office at a computer workstation and access information from a computer. The employee is required to be mobile to, from, and within the People & Culture offices located in the Administrative offices and may be required to leave the area and maneuver throughout the facility. The employee must occasionally move up to 15 pounds. WORK ENVIRONMENT The employee's office is in the administrative offices. The indoor HVAC unit monitors and controls temperature and airflow—lighting provided by overhead bulbs and lamps. The noise level in the work environment is usually moderate and includes noises from other office staff/departments and copier and fax machines located within the HR area. Frequent computer use at a workstation. Regular interaction with employees via email, telephone, delivery correspondence, and/or face-to-face. Occasional interaction with customers or the general public via email, telephone, delivery correspondence, and/or face-to-face. Ability to work Monday through Friday to provide appropriate support and interaction to employees and other internal departments. This Corporation is a 24/7 operation; therefore, hours and days outside of the standard work schedule may be needed. Powered by JazzHRjeM7gWXiAR

Keywords: Ignite Human Capital, San Diego , Procurement Administrator, Other , San Diego, California