Bid Coordinator

Position Overview

The Bid Coordinator plays a vital role in managing the bid process for county contracts and procurement activities. This position is responsible for overseeing bid solicitations, ensuring adherence to county regulations and procedures, and acting as a liaison between the county and vendors.

Job Duties

• Oversee the preparation, review, advertisement, and communication of solicitation documents, and manage the receiving, tabulation, and evaluation of proposals and bids to ensure accuracy and compliance.
• Schedule, coordinate, and present at pre-submittal, pre-proposal, and pre-bid meetings, while facilitating technical evaluator and selection committee discussions for thorough evaluation and decision-making.
• Prepare and process contract amendments, ensuring all modifications are accurately executed, and facilitate negotiations for professional service contracts, addressing terms and conditions as needed.
• Apply and interpret contracting principles and relevant laws, including Texas State Statutes and Local Government Codes, ensuring all procurement activities comply with legal and organizational standards.
• Utilize solicitation and contracting websites, along with project management software, to manage, update, and track solicitations and contracts efficiently.
• Supervise, mentor, and evaluate the performance of Contract Coordinators, while overseeing the closeout process of construction contracts to ensure accuracy and completeness.
• Develop training materials and procedures for Contract Coordinators, providing ongoing mentorship to enhance skills and ensure adherence to procurement policies.
• Maintain clear, accurate, and timely communication with Directors, Managers, vendors, consultants, contractors, and the public, ensuring effective communication throughout the procurement process.
• Maintain confidentiality of sensitive procurement information, and prepare reports, presentations, and documentation to support procurement activities and decision-making.
• Operate with minimal supervision, exercising discretion and sound judgment in managing procurement responsibilities.

Requirements

• Education: Bachelor’s degree in business administration, Public Administration, Procurement, or a related field.
• Experience: 3-5 years of professional experience in purchasing, procurement, or contracting, including the preparation of solicitations and contracts.
• Knowledge, Skills & Abilities (KSAs): In-depth knowledge of public procurement laws, regulations, and practices; strong organizational and time management skills with the ability to handle multiple bids simultaneously; excellent written and verbal communication skills; proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and procurement management software; attention to detail and ability to ensure accuracy and compliance in bid documents and processes.

Preferences

• Education: Relevant certifications (e.g., CPPB, CPPO) are a plus.
• Experience: A minimum of one (1) year of experience working within a county government setting, demonstrating a strong understanding of county-specific procurement processes, regulations, and operational requirements.
• Knowledge, Skills & Abilities (KSAs): Experience with software like E-Builder; knowledge of county-specific procurement procedures and local government operations; demonstrated ability to handle complex procurement projects and negotiate contracts.