Procurement Specialist in Houston, TX at BakerRipley

Date Posted: 10/22/2019

Job Snapshot

Job Description

The Support Services departments at BakerRipley work in partnership with all divisions to maintain, operate and deliver services that help keep our region a place of opportunity for all.

JOB SUMMARY:

Responsible for the procurement of goods, equipment and services for the Agency through informal (RFQ) and formal (RFP) processes. Updates procurement policies and procedures and ensures compliance throughout the procurement process. Manages internal and external relationships by assisting stakeholders and keeping open communication with vendors and potential vendors.

CORE DUTIES AND RESPONSIBILITIES:

  • Procurement of Agency services through RFP and RFQ processes including:
  • detailed scope development - ensure clarity of specifications, coordinate with internal stakeholders to gather all data in preparing the scope of services, research competitive products and services in the marketplace to support the development of product and bid specifications
  • document preparation - draft RFP and RFQ with current marketing, regulatory, and contract specifications, establish time line in coordination with internal stakeholders to ensure open and fair competition
  • advertising and vendor involvement - seek out as many potential vendor sources as possible, contact potential vendors in advance to secure several competitive responses
  • compliance - ensure vendors receive and provide all required documentation prior to evaluations, ensure internal stakeholders are compliant with all required documentation
  • vendor conferences – arrange with internal stakeholders as needed, document Q & A and distribute
  • spend and cost analysis - analyze price proposals and other data and information to determine reasonableness, complete competitive bid tabulation summary, determine lowest bidder that meets specifications
  • guide evaluation of submitted proposals - evaluate vendors based on price, quality, selection, service, support, availability, reliability, reputation and history, provide award recommendation for best overall value for the Agency after evaluations are completed , generate award and non-award correspondence and distribute upon completion
  • negotiate best value and advantageous terms
  • Compliance management – oversee procurement records management to ensure an accurate and compliant record-keeping system, manage records, documentation and communication required by local, state, and federal funding agencies and Agency policies and procedures, perform self-audits on electronic RFP and RFQ folders to ensure all required documents are included and labeled correctly, continuously review Agency policies and procedures and ensure compliance with regulations and in line with current best practices and process improvement
  • Training - prepare procurement training materials to train Agency staff on procurement policies and procedures, provide guidance and communication and collaboration with internal stakeholders and vendors to ensure efficient, thorough, compliant procurement process.
  • Reporting and tracking key functional procurement metrics - maintain, update, and compile detailed data, reports, summaries, files, records, procurement documents and revisions to reduce expenses and improve effectiveness, data analysis and control strategies
  • Vendor Relations – establish and maintain positive and mutually beneficial relationships with current and potential suppliers.

Job Requirements

MINIMUM EDUCATION:

Bachelor’s degree (B.A.) in Business, Education, Mathematics, Science, Computer Science or related field or equivalent combination of education and experience

YEARS OF EXPERIENCE:

Minimum of two years purchasing experience and/or training; knowledge and experience in grant funded procurement principles, policies and procedures a plus

SKILLS:

  • Strong customer service
  • Problem solving and negotiating skills
  • Results oriented with timely decision making ability
  • Process Management knowledge
  • Ability to deal with ambiguity
  • Develop and Maintain relations at all levels with internal/external customers
  • Intermediate knowledge of Microsoft Office programs.
  • Organizational and planning skills
  • Possess ability to work in a fast paced environment