Senior Contract Specialist

About the Role

The Senior Contract Specialist is the focal point for all stakeholder/internal customer (Business Operations) interactions and communications. This role serves as a Go-To person and Team Lead, and is an assigned team member for external customer meetings where subcontract needs and requirements are strategically discussed. The position acts as a trusted advisor to Business Operations and is responsible for the procurement of materials and services, subcontractors to support contract maintenance, repair and construction tasks, and subcontracted activities. Employees in this job class are responsible for the entire lifecycle of purchase orders and subcontracts including defining requirements, researching opportunities, negotiating with sources, writing subcontract requirements, awarding approved subcontracts, and closeout when terms are completed. The role drives strategic procurement activities supporting the sourcing of service and the development, management, and execution of the contracting process for vendor agreements (Master Subcontract Agreements – MSA's, Outsourced Services Agreements – OSA's & Professional Services Agreements – PSA's).

Responsibilities

• Act as a subject matter expert on the vendor agreement (MSA, OSA & PSA) lifecycle for the supported businesses with a continued focus on process improvements to meet business needs
• Create and develop a strategic long-term plan for the development and the lifecycle of the assigned categories
• Review Prime Contracts for procurement alignment and compliance in performing sourcing activities, administration of PO's, and vendor contract management
• Perform ongoing maintenance of vendor agreements including validation of licensing renewal dates, Certificate of Insurance (COI) renewals, Public Works Contractor Registration (PWCR) renewal dates to support Certified Payroll (CPR) and other mandatory compliance requirements
• Work closely with Operations to understand and help develop Statements of Work (SOW's) and ensure service vendors being considered/signed up are in compliance
• Work with Operations to identify approved vendors to support service requirements to minimize the number of primary and backup service vendors signed up
• Develop and execute the RID (Renew, Inactivate, or Disqualify) process proactively
• Ensure the integrity of the CFS vendor data uploaded to the Subcontractor SharePoint
• Provide support for vendor sourcing activities
• Process purchase orders for material procurements and acquisition of services in support of subcontracted requirements, following established procedures and policies to contact vendors/subcontractors, obtain price quotes and proposals, qualify vendors and contractors, negotiate costs, place orders and expedite or escalate orders when needed
• Enter order information into procurement system and update information on open orders
• Track status and receipt of goods or project performance of open purchase orders, working directly with vendors and subcontractors to resolve issues and obtain status updates, and support the approval process for final payment of invoices
• Correspond with internal and external customers regarding the status of purchase orders and subcontracts, responding to emails and voicemails regarding confirmations, problems, issues, and notices, providing accurate information, resolving problems, or routing to appropriate approval personnel
• Create, update, and produce a variety of activity and status reports for internal and external customers regarding invoices, purchase orders, subcontract status and schedules to include a weekly materials estimate and monthly accruals report
• Review contractor reports, deliverables, and all certified payroll requirements
• Look up or search for information using ERP or order tracking system and record or print information for further action
• Utilize ERP Inventory system to replenish stock items based on min/max levels
• Participate in departmental and client meetings to coordinate efforts and resolution for budget, timelines, and project priority
• Qualify vendors/subcontractors and process all documents to produce a Master Subcontractor Agreement for Subcontractors
• Perform other duties and special projects as assigned

Qualifications

• Five or more years of experience in purchasing and construction contracts industry
• Strong negotiation skills
• Understanding of contract language with ability to work closely with outside attorney to mitigate risk to PRIDE as it relates to vendor redlines
• Knowledge of regulatory guidelines, particularly provisions of the Federal Acquisition Regulations (FARs)
• Knowledgeable on use of "SAM", "Dun and Bradstreet" and requirements for properly categorizing Small Businesses to support Subcontracting Plan Goals
• Ability to communicate effectively both orally and in writing; to make presentations and respond to inquiries by management, team, vendors and/or customers
• Human relations skills to build effective relationships with team and internal customers
• Intermediate to advanced computer literacy including knowledge of word processing, spreadsheet, database and presentation software
• Knowledge of business English including vocabulary, spelling, and correct grammatical usage and punctuation
• Mathematical skills including ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations
• Ability to establish priorities and solve a wide range of business problems
• Demonstrated customer service, common sense, problem solving and analytical skills
• Flexibility to respond to changing work priorities and handle numerous projects at the same time

Education

Bachelor's in Business Administration or related field. A comparable combination of formal education and work experience will be considered.

Pay & Schedule

$70,304 per year to $72,000 per year. Hybrid telecommute with 2 days onsite per week at a regular work location.