Job Information
Jacobs Procurement Coordinator in Long Island City, New York
Reporting to the Procurement & Invoicing Manager with latitude for independent initiative and decision making, the Procurement Coordinator is office personnel responsible for a wide variety of procurement and contracting duties including drafting contracts, task orders, work requests and interagency agreements; preparing bidding documents and conducting bidding processes; ensuring all legal, insurance and bonding requirements are met prior to contract execution; preparing reports; recording documents; maintaining the contract log and filing system; and working with project managers to administer active contracts and manage records.
The position requires demonstrated skill in public procurement and contracting for formal and informal bidding processes and proven experience in all phases of the contract lifecycle. This position works independently on assigned contracting tasks with general guidance from the Procurement-Invoicing Manager and Program Manager. Work is performed in a professional office setting and in a team environment to assist in Program Management team to solicit services and/or construction, processing procurement documents and contracts; confer with, advise, and assist operational, technical, and professional staff in the procurement process; manage contracts for services as assigned for all contract/vendor types including to Architect/Engineer designer, Construction Managers, Contractors, Consultants, etc.
The Procurement Coordinator essential functions/responsibilities include, but are not limited to the following (below list is illustrative and not comprehensive):
Facilitate procurement of construction and professional and general services: RFQ, RFP, and Invitation to Bid processes; scheduling; noticing; assembling bid documents; pre-bid meetings and bid openings; and preparation and issuance of bid solicitation contract documents suitable for public advertisement for all methods of procurement of routine or moderate complexity.
Manage contract development through all lifecycle stages (draft, revision, approval, filing, and distribution), ensuring that insurance, bonding, and legal requirements are met and internal processes and records are maintained.
Administration of active contracts to identify, calendar, notify, and ensure completion and compliance with all deliverables in collaboration with project managers and responsible parties.
Prepare summary analyses and recommendations to supervisory staff including provision of additional funding or defunding of existing programs/contracts.
Examine relevant publications and become familiar with conditions, price trends and trade practices for confirmation/validation of independent cost estimate.
Develop and maintain bid schedules; provide technical assistance to vendors in preparing responses to solicitations.
Participate in the tabulation and analysis of bids and the investigation as to the responsiveness/responsibility of bidders and prospective vendors.
Review recommendations and procurement documentation prepared by subordinates.
Maintain and update various spreadsheets and other NYCHA contract system(s); compile data for reporting.
Provide administrative office support to Program Team including proficiency with computers, word processing, spreadsheets, meeting scheduling, filing, phone calls, correspondence, record keeping, etc.
Maintain eBuilder management information system to record project/program/contract/financial information.
Ensure that assigned duties are executed in accordance with the established NYCHA policies and procedures and regulations.
Determine and coordinate activities required between the persons, agencies, and department responsible for project completion.
Resolve problems that arise in meeting deadlines.
Work closely with executive and senior management teams and external stakeholders to develop strategies for organizational improvement including professional interaction with colleagues, other public agencies, developers, contractors, consultants, and the general public
Participate in internal and external meetings including with regulatory agency staff, elected officials, residents, and other key stakeholders.
A Bachelor's Degree from an accredited college or university or evidence showing working towards college degree in a related field.
At least three (3) years’ procurement related experience including competitive bidding processes, preparing a variety of contract documents; writing, administering, and enforcing contracts and legal agreements including the management of records
Ideally, you'll have:
Experience with public housing or other agency/governmental work setting
Experience with formal and informal competitive bidding principles and processes, public work construction delivery procurement methods/strategies including funding and legal requirements
Experience in contract administration management duties
Understanding and knowledge of best public agency practices to procure goods, services and public works construction including basic principles of contract and procurement laws and regulations
Ability to work under strict deadlines and handle multiple assignments simultaneously
Excellent analytical, interpersonal, verbal, and written communication skills
Working Knowledge of Microsoft Word, Excel, and MS Teams
Data management experience
Experience with eBuilder Project Management System
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Jacobs is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, religion, creed, color, national origin, ancestry, sex (including pregnancy, childbirth, breastfeeding, or medical conditions related to pregnancy, childbirth, or breastfeeding), age, medical condition, marital or domestic partner status, sexual orientation, gender, gender identity, gender expression and transgender status, mental disability or physical disability, genetic information, military or veteran status, citizenship, low-income status or any other status or characteristic protected by applicable law. Learn more about your rights under Federal EEO laws and supplemental language.