Administrative Services Coordinator

Overall Job Objective

POSITION SUMMARY

Works under the general direction of the Director of Public Works or his/her designee. Responsible for managing contracts, requisitions, purchase orders, budgetary aspects, and fleet support of the Public Works Department. This role requires strong communication skills, attention to detail, and the ability to work collaboratively with various stakeholders to ensure efficient and compliant procurement operations.

Annual Salary range is $59,680 - $87,157 ESSENTIAL FUNCTIONS

Contract Management:

• Oversee the entire contract lifecycle, from drafting and negotiation to execution and renewal.
• Ensure all contracts comply with legal and regulatory requirements and align with organizational objectives.
• Maintain accurate records of contract terms, expiration dates, and renewal options.
• Collaborate with legal counsel and other relevant departments to mitigate risks and resolve contract-related issues.

Procurement Operations:

• Process requisitions, reviewing specifications and ensuring compliance with purchasing policies and procedures.
• Generate purchase orders accurately and in a timely manner, coordinating with vendors to confirm pricing, delivery schedules, and terms of payment.
• Monitor inventory levels and track shipments to ensure timely receipt of goods and services.
• Resolve discrepancies or issues with deliveries, invoices, and vendor contracts.

Budget Management:

• Assist in developing and managing procurement budgets, including forecasting, and tracking expenses.
• Monitor spending against budget allocations, identifying variances and implementing corrective actions as needed.
• Analyze cost-saving opportunities and recommend strategies to optimize procurement processes and reduce expenses.

Request for Proposals (RFP) Process:

• Lead the preparation and issuance of RFPs, collaborating with stakeholders to define project requirements, evaluation criteria, and timelines.
• Manage the vendor selection process, evaluating proposals, conducting vendor interviews, and facilitating cross-functional review meetings.
• Ensure transparency and fairness in the RFP process, adhering to procurement policies and regulatory requirements.

Fleet Support:

• Provide administrative and logistical support including maintaining accurate records, processing paperwork, and scheduling vehicle inspections and maintenance.
• Collaborate with vendors and service providers to coordinate repairs, inspections, and other maintenance activities for vehicles and equipment.
• Support the implementation of technology solutions for fleet management, such as GPS tracking systems, telematics devices, and fleet management software, to enhance operational efficiency and data analysis capabilities.
• Assist in the preparation of reports, presentations, and other documentation related to fleet operations, performance metrics, and budget expenditures.

Vendor and Internal Organization Relationship Management:

• Cultivate and maintain positive relationships with vendors as well as internal departments and suppliers, negotiating favorable terms and pricing agreements.
• Evaluate vendor performance based on quality, reliability, and cost-effectiveness, and address any issues or concerns.
• Identify opportunities for strategic partnerships and supplier diversification to enhance procurement capabilities and mitigate risks.

REQUIRED QUALIFICATIONS

• 3-5 years experience in contract management, procurement, or purchasing roles

*Any combination of experience and education which provides the applicant with the level of required knowledge and abilities will be considered *

Other -

• Strong understanding of contract law, procurement best practices, and financial principles
• Proficiency in procurement software and tools (e.g., ERP systems, contract management platforms)
• Excellent communication skills, both written and verbal, with the ability to interact effectively with internal and external stakeholders
• Analytical mindset with the ability to interpret data, identify trends, and make data-driven decisions
• Highly organized with a keen attention to detail and the ability to prioritize and multitask in a fast-paced environment