Procurement Administrator

Summary: The Procurement and Contracts Administrator is responsible for managing the full lifecycle of procurement and contract administration activities in a public sector environment. This position ensures the timely, compliant, and cost-effective acquisition of goods and services while maintaining strong internal partnerships and vendor relationships.

This role requires a highly organized, detail-oriented professional with demonstrated experience in public sector procurement, contracting, and regulatory compliance (e.g., federal, state, or local requirements such as HUD, state procurement codes, or grant-funded purchasing). The ideal candidate can operate independently, interpret regulations, and implement best practices immediately with minimal training.

Key Responsibilities

Procurement Management

• Lead and administer procurement activities including RFQs, IFBs, RFPs, and informal quotes.
• Ensure all procurements comply with federal, state, and local regulations, as well as agency policies (e.g., HUD, Uniform Guidance, or local procurement codes).
• Review and validate purchase requests for completeness, funding eligibility, and compliance requirements.
• Determine appropriate procurement methods and thresholds.
• Develop solicitation documents, evaluation criteria, and scoring methodologies.
• Coordinate evaluation committees and document procurement decisions.

Contract Administration

• Draft, review, and manage contracts, amendments, renewals, and addenda using standardized templates.
• Coordinate internal approvals and signature routing (including executive and legal review).
• Maintain and manage a centralized contract repository, ensuring accuracy and accessibility.
• Track and monitor contract terms, including:
  • Expiration dates
  • Renewal options
  • Insurance and compliance requirements
  • Performance milestones
• Ensure contracts are executed before work begins and align with procurement requirements.

Vendor Management

• Administer and maintain the agency’s vendor database and vendor onboarding process, including W-9s, insurance certificates, and required disclosures.
• Serve as primary liaison for vendors regarding procurement opportunities, contract status, and requirements.
• Promote open competition, fairness, and transparency in all vendor interactions.
• Support outreach efforts to expand vendor participation, including small and disadvantaged businesses.

Compliance and Audit Readiness

• Maintain complete, organized procurement and contract files for audit and monitoring purposes.
• Ensure documentation meets public sector audit standards, including justification of procurement method and price reasonableness.
• Support internal and external audits, including HUD or grant compliance reviews.
• Stay current on regulatory changes and recommend updates to policies and procedures.

Internal Collaboration and Customer Support

• Provide guidance to staff on procurement procedures, timelines, and documentation requirements.
• Collaborate with departments to understand business needs and develop effective procurement strategies.
• Train staff on procurement policies and contract management best practices.
• Ensure a high level of customer service and responsiveness to internal stakeholders.

Process Improvement and Reporting

• Identify opportunities to improve procurement efficiency, transparency, and controls.
• Develop and maintain tracking tools and reports for:
  • Active contracts
  • Procurement pipeline
  • Vendor activity
• Support development and implementation of procurement policies, procedures, and templates.

Education

• Bachelor’s degree in Business Administration, Public Administration, Procurement, Finance, or related field
  OR
• Equivalent combination of education and directly relevant experience

Experience (Designed for “Hit the Ground Running”)

• 4–6+ years of progressive experience in procurement and contract administration
• Demonstrated experience in a public sector or highly regulated environment (e.g., housing authority, municipality, state agency, school district)
• Hands-on experience managing:
  • Formal solicitations (RFPs/IFBs)
  • Contract drafting and execution
  • Vendor management and compliance documentation
  • Contract Repository
  • Contract filing system
• Experience with federally funded procurement (e.g., HUD, grants, Uniform Guidance 2 CFR 200) strongly preferred

Knowledge (Critical for Immediate Impact)

• Public sector procurement laws, regulations, and best practices
• Contract law fundamentals and contract lifecycle management
• Competitive bidding processes and evaluation methods
• Recordkeeping and audit requirements for government entities
• Principles of ethical procurement and conflict-of-interest standards
• Risk management related to contracts and vendor performance

Skills

• Strong analytical and decision-making skills to interpret policies and apply them correctly
• Excellent written communication skills, including contract drafting and formal solicitations
• Strong organizational and project management skills with the ability to manage multiple procurements simultaneously
• Advanced attention to detail and accuracy
• Proficiency in:
  • Microsoft Excel, Word, and Outlook
  • Procurement or ERP systems
  • Contract management software (preferred)
• Ability to facilitate meetings and vendor evaluations

Abilities

• Work independently with minimal supervision
• Quickly interpret regulations and apply them to real-world scenarios
• Build effective working relationships with vendors and staff
• Manage competing priorities and meet deadlines under pressure
• Maintain confidentiality and exercise sound professional judgment
• Identify risks and escalate issues appropriately

Preferred Qualifications

• Experience in a Housing Authority or HUD-funded environment
• Professional certifications such as:
  • CPPB (Certified Professional Public Buyer)
  • CPPO (Certified Public Procurement Officer)
  • CPSM (Certified Professional in Supply Management)
• Experience implementing or improving procurement systems or processes

Core Competencies

• Regulatory Compliance & Integrity
• Accountability & Ownership
• Customer Service Orientation
• Collaboration & Communication
• Process Improvement Mindset
• Attention to Detail