Job Description
General Statement of Duties
Reporting to the Director of Procurement, the Procurement Agent is primarily responsible for assisting the Director of Procurement in locating key suppliers, vendors, and contractors; developing preferred vendor relationships and implementing best practices in relation to tail-spend; evaluating and negotiating purchasing contracts; ensuring that materials and products meet PCC standards; working closely with inventory control to track and supervise supply spend. The Procurement Agent will also be responsible for providing administrative support to the department.
Key Duties/Essential Job Functions
1. Manage and provide oversight of all procurement procedures, including invitation for bids and Requests For Proposals/Qualifications.
2. Process procurement procedure including purchasing, bids, and request for proposals. Assist Director of Procurement with assisting Senior Management staff with establishing timelines, scope of services for IFB's, RFP's, RFQ's, IFQ's, etc.
3. Prepare purchase orders per established procedure:
(a) Solicit three bids
(b) Enter purchase order into computer.
(c) Distribute purchase order for approval signatures.
4. Follow up on open purchase orders.
5. Coordinate and track extensions, renewals, and contract closeout steps.
6. Prepare Bid and RFP packages in collaboration with requesting department. Organize the preparation and acceptance of all bid documents.
7. Assist departments and sites in the ordering of items.
8. Meet with vendors to see new products and to negotiate prices. Establish and maintain effective professional relations with current suppliers and contractors.
9. Prepare and distribute month end and statistical reports showing contract status, pre-planning activities and other related activities.
10. Assist the Director of Procurement in conducting pre and post conferences, interviews, bid opening, presentations, and effectively communicates with vendors and contractors as needed.
11. Assists the Director of Procurement with coordinating work for various departments and acts as liaison between PCC and contractors to implement fulfillment of contracts.
12. Assist the Director of Procurement with training and implementing procurement procedures and updating procurement policies and procedures.
13. Review vendor bids/proposals to be sure they meet all requirements.
14. Work with the accounting department to resolve all invoice discrepancies.
15. Maintain the computerized inventory system. Maintain hard-copy files and electronic files for each solicitation process. Maintain the electronic vendor registration system.
16. Attend meetings and participate on committees as needed.
17. File all required materials for the Purchasing Department.
18. Perform other duties as assigned
Knowledge/ Skills/Abilities
Communication Skills: strong verbal and written communication skills are required which will be used to determine PCC's product needs and to create constructive relationships with vendors.
Project Management Skills: the ability to manage multiple projects, plan, delegate and evaluate progress toward goals is necessary.
Problem-solving Skills: must have strong problem-solving skills. For example, they may need to solve the problem of a product or service that does not meet the quality standards of their company.
Knowledge of general operations and procedures of a Public Housing Authority (PHA).
Knowledge of governmental HUD contracting and purchasing. This includes supply methods and procedures, including buying, inspection, and delivery methods.
Knowledge of how Requests for Proposals (RFPs) and Invitation for Bids (IFBs) are assembled and issued.
Qualifications/Education
High School Diploma or GED required. Advanced degree in related field a plus. Minimum of three years of purchasing or procurement experience. Excellent communication skills both verbal and written. Must have the ability to listen and communicate with a diverse group of individuals. Ability to make independent judgments on problems and issues. Candidate must be computer literate and possess a valid CT driver's license.
Working Conditions/Physical Requirements
Prolonged periods sitting at a desk and working in an office setting on a computer typing, reading, and writing. Walk throughout the site, go up/down stairs, answer incoming/outgoing calls, attend meetings/trainings and be at PCC sites unaccompanied.
Employment Type: Full-Time
Salary: $ 1.00 Per Year
Job Tags
Full time, Contract work, For contractors, Work at office,