Procurement Administrative Specialist

Position Description: Perform daily administrative tasks and services to facilitate work for functional business team (e.g., Procurement department).

Essential Duties & Key Responsibilities:

• Provide professional customer service and positive interactions while processing day-to-day administrative items and supporting local business unit function. (e.g., Procurement department).
• Perform administrative services including processing mail, overnight mailings, photocopying, filing, manage phone list , process invoices, and order supplies and stationery.
• Edit and assemble documents and reports.
• Engage professionally with others to address and discuss information and assist with general inquiries; provide appropriate escalation.
• Develop general knowledge of contract documents, understand contract types, and select correct contract forms to support Procurement activities.
• Generate contracts within Procurement module system of record (e.g., SAP) and ensure accuracy of details.
• Upload documents into DocuSign system, maintain Subcontractors’ updates, and track through to completion while maintaining executed contracts.
• Maintain organized filing system and coordinate document retrieval.
• Track Certificate of Insurance (CoI) renewals and maintain up-to-date documentation and details in system of record.
• Assist in development of bid lists for trade items, coordinate pre-bid meetings, may distribute bid documents, and assist in receiving bids.
• Assist in preparation of assigned spreadsheets to confirm bidder compliance with contract documents. (May include scope requirements, quantities of key materials and labor, alternates and unit pricing, schedule and logistic plans, labor costing (e.g., Prevailing Wage, Davis Bacon), Underrepresented Business Enterprises (UBE) (or other business classification requirements), insurance and bonding requirements, along with any other project-specific needs.
• Conduct prequalification research and follow-up with subcontractors to assist in completion of prequalification process.
• As directed, contact vendors and subcontractors during bidding phases to determine coverage of trade items and identify problems and forward to Procurement Agent.
• Receive questions from bidders and obtain clarification through Procurement Agent (or bid period Request for Information (RFI) Lead) and forward answers to bidders.
• Track and request missing or expiring insurance, verify insurance requirements for compliance with agreements, and follow up with stakeholders as required until resolved.
• Proofread work before presenting to Procurement Agent/Manager for signature.
• Compile and route agreements for execution using DocuSign system.
• Release and update contract and insurances; update halt codes within Procurement database as directed.
• Organize Procurement documentation for distribution and filing.
• Organize local distribution and storage of executed contracts, agreements, and related documents in shared document system.
• Manage Subcontractor prequalification files; obtain and enter values for current Experience Modification Rate (EMR), and financials into Prequalification system.
• Embrace company culture, values, and Diversity, Equity, & Inclusion (DE&I) activities across company.
• Provide team support and relief of others' job duties during times of need (e.g., lunch, breaks, illness, vacation).
• Contribute innovative ideas for continuous improvement and effectiveness of team.
• Other activities, duties, and responsibilities assigned.