Contracts & Procurement Agent

San Diego Convention Center San Diego, CA
SUMMARY Under the general direction of the Procurement & Contracts Director, performs highly skilled procurement and contract administration services to support internal and external customers, consistent with budgetary limitations, sound business management principles and requirements of State and local laws. Assure the funds of the Corporation are prudently and legally expended and assure maximum value is received in support of operational needs.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

As directed, performs assessment of user department needs for major equipment, supplies, leases, rental and maintenance services, technical services, professional services and other operational services; researches and compiles information relative to renewing or establishing price agreements and service contracts; investigates and analyzes available and viable resources; develops technical specifications and statements of work. Tasks include:

Coordinate subcontractor and vendor prequalification prior to bid process and maintain pre-qualified contractor, vendor and supplier databases.

Interviews suppliers and supplier applications for possible additions to the supplier lists.

Receives and reviews requisitions; determined appropriate method of procurement; and develops RFPs, and proposals.

Develops comparative summaries of bid and proposal responses; analyzes responses considering quantitative and qualitative factors; and evaluates or leads a committee in the evaluation and selection process.

Coordinates and conducts post award meetings to establish the structure for support of project schedule, budget, and technical performance. Establishes comfortable working relationships with both supplier's and Corporation's teams.

Coordinate and attend bid walks and respond to questions from contractors, as needed.

Prepares, reviews and administer contractual agreements and purchase orders through contract termination or closeout.

Facilitate the negotiations of contracts and contract amendments or change orders. Prepares and processes the necessary paperwork required for contract execution.

Coordinates or assists user departments with negotiations involving financial cost or revenue, and terms and conditions serving the best interests of the Corporation; Applies and interprets contracting principles, practices, theories, laws, procedures and terminology, including the State of California Labor Codes and Statutes.

Responsible for ensuring applicable wage rates are used and adhered to.

Coordinates resources to achieve contractual goals and prepares contract status reports as required.

Assists user departments to resolve issues relating to contract compliance with compensation, insurance, reporting and other terms and conditions; addresses performance or warranty issues jointly with user departments; and performs contract renewal or close out.

Surveys market to study trends and keeps advised on developments and products.

Gathers, compiles, tabulates and analyzes data; compiles materials and prepares administrative reports. May perform project management or coordination in joint with user departments as required.

Registers/updates applicable prevailing wage/public works projects with the California Department of Industrial Relations. Provide DIR project registration to contractors and vendors for compliance with labor laws.

Assigns CIP number for approved CIP requests and distributes to appropriate parties. Maintains/updates approved CIP "working" project lists. Keeps record of approved CIP forms.

Assists in designing methods for accurate tracking of contracts related activities in Microsoft CRM procurement/contracts module. Assists in development of performance plans and anticipates the actions required to reach objectives.

Acts as the primary administrator of the procurement requisition/purchasing/contracting module for Corporation's bid system-PlanetBids, and accounting system, Microsoft Dynamics SL. Duties include assigns/maintains users/approvers in the item request/requisition model, assigns/maintains users account/subaccount access, approval path & policies.

Creates/generates reports and report templates as required. Troubleshoots system errors, and works with I.S. or consultant to resolve errors and issues, including Storekeeper's inventory/receipts module.

Trains new users/approvers assigned to the system.

Acts as the primary administrator for vendor office supply ordering system including user assignment and maintenance.

Acts as primary liaison between property manager and sub lessee for the marshaling yard/warehouse lease property.

Provides/assists in LEED certification and renewal requirements as related to procurement activities.

Processes documents and correspondence as needed and maintains updated records and contracts files. Trains new procurement staff as required and performs related duties as required.

Oversees and directs the activities of the Procurement Division in the absence of the Procurement & Contracts Director.

SUPERVISORY RESPONSIBILITIES

None.

Requirements

QUALIFICATIONS

To perform this job successfully, an individual must be able to multitask and appropriately prioritize projects/tasks, as well as perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

Bachelor's degree (B.A./B.S.) from four-year accredited college or university preferably in Business or Public Administration; with four to five years related experience and/or training; or equivalent combination of education and experience. Previous experience with corporate purchasing and contracting required. Experience in developing specifications, statements of work, drafting contracts and contract amendments, and negotiating contract terms and conditions for a variety of goods, technical/professional services, as well as administration of contracts from award through close-out. Experience in a governmental environment, including knowledge of living wage and prevailing wage laws, preferred. Experience handling construction projects, public works projects, facilities capital improvement and R&M projects desirable.

LANGUAGE SKILLS

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to compose reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of executive management, managers, clients, customers, and the general public.

MATHEMATICAL SKILLS

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

CERTIFICATES, LICENSES, REGISTRATIONS

None required. CPPB or CPSM desirable.

OTHER SKILLS AND ABILITIES

Knowledge of purchasing and contracting principles including applicable local, state and federal procurement and contracting laws. Knowledge of research techniques, statistics, quantitative and qualitative analysis. Ability to analyze work papers, reports and special projects; research, analyze and interpret legal, technical and numerical information. Previous experience with project management and the ability to lead committees and projects to a successful conclusion. Must be highly literate with Microsoft Office applications, specifically with a strong skill set in Excel for analysis of proposals/quotations and savings/shortfalls. Knowledge and use of purchasing and contract management system applications. Ability to establish and maintain strong working relations with the public and corporation employees.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job the employee is regularly required to remain in an office at computer work station and access information from a computer. The employee is required to be mobile to, from, and within the Finance department suite, as well as maneuver throughout the Convention Center facility to attend meetings and briefings. The employee must occasionally lift and/or move up to 10 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The employee's office is located in a second story suite of offices, above a parking structure and does not have immediate access to windows. Indoor HVAC unit monitors and controls temperature and air flow. Lighting provided by overhead bulbs and lamps. The noise level in the work environment is usually low to moderate and could include persons in the office suite walking past the offices engaged in conversation. Daily use of computer at a workstation. Frequent interaction with employees, clients, vendors, and the general public via email, telephone, delivery correspondence, and/or face-to-face. While maneuvering throughout facility and on the show floor, employees may be exposed to moving mechanical parts and equipment, such as forklifts and electric carts, as well as loud noises originating from the use of individual and multiple quantities of mechanical equipment. The employee is occasionally exposed to exhaust fumes, airborne particles, and risk of electrical shock for both indoors and outdoors environments.

Offer Range: $60,656.13 - $75,820.16

* The San Diego Convention Center Corporation is an Equal Opportunity/Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex including sexual orientation and gender identity, national origin, disability, protected Veteran status, or any other characteristic protected by applicable federal, state, or local law.

* Please view Equal Employment Opportunity Posters provided by OFCCP here.

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