FLSA Status:
Exempt
Approval Date:
February 2025
SUPERVISES:
There are no direct reports with this position.
POSITION SUMMARY:
Under limited supervision, the Contact Specialist is responsible for the procurement of materials and services; sub-contractors to support performance of contract maintenance, repair and construction tasks; and subcontracted activities. Employees in this job class are responsible for the entire lifecycle of the purchase orders and subcontracts including defining the requirements, researching opportunities, negotiating with sources, writing subcontract requirements, awarding approved subcontracts, and closeout when the purchase orders
and subcontract terms are completed. This job class requires knowledge of contract requirements including the FAR and applicable local, state and Federal labor requirements, as well as company policies.
TYPICAL DUTIES:
1. *Processes purchase orders for material procurements and acquisition of services in support of subcontracted requirements. Follows established procedures and policies to contact vendors/subcontractors, obtain price quotes and proposals, qualify vendors and contractors, negotiate costs, place orders and expedite or escalate orders when needed. Enters order information into procurement system and updates information on open orders.
2. *Tracks status, receipt of goods or project performance of open purchase orders and works directly with vendors and subcontractors to resolve issues and obtain status updates and supports the approval process for final payment of invoices.
3. *Corresponds with internal and external customers regarding the status of purchase orders and subcontracts, and responds to emails and voicemails regarding confirmations, problems, issues, and notices. Provides accurate information, resolves problems, or routes to appropriate approval personnel.
4. *Works with Operations and Accounting Department staff to resolve issues involving scope of work, change orders, acceptance or completion documents, receipts, purchase order documents, coding of invoices and resolving invoices discrepancies.
5. *Creates, updates, and produces a variety of activity and status reports for internal and external customers regarding invoices, purchase orders, subcontract status and schedules to include a weekly materials estimate and monthly accruals report.
6. *Reviews contractor reports, deliverables, and all certified payroll requirements.
7. *Looks-up or searches for information using ERP or order tracking system and records or prints-out information for further action. Utilizes ERP Inventory system to replenish stock items based on min/max levels.
8. *Participates in departmental and client meetings to coordinate efforts and resolution for budget, timelines, and project priority.
9. *Qualifies vendors/subcontractors; processes all documents to produce a Master Subcontractor Agreement for Subcontractors.
10. Performs other duties and special projects as assigned.
*Denotes Essential Job Function
MINIMUM QUALIFICATIONS:
- Five or more years of experience in purchasing and construction contracts industry;
- Strong negotiation skills;
- Knowledge of regulatory guidelines, particularly provisions of the Federal Acquisition Regulations (FARs);
- Knowledgeable on use of “SAM”, “Dun and Bradstreet” and requirements for properly categorizing Small Businesses to support Subcontracting Plan Goals;
- Ability to communicate effectively both orally and in writing; to make presentations and respond to inquiries by management, team, vendors and/or customers;
- Human relation skills to build effective relationships with team and internal customers;
- Intermediate to advanced computer literacy including knowledge of word processing, spreadsheet, database and presentation software;
- Knowledge of business English including vocabulary, spelling, and correct grammatical usage and punctuation;
- Mathematical skills to include the ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations;
- Ability to establish priorities and solve a wide range of business problems;
- Demonstrated customer service, common sense, problem solving and analytical skills;
- Flexibility to respond to changing work priorities and handle numerous projects at the same time.
- EDUCATION REQUIREMENTS: Bachelors in Business Administration or related field
- A comparable combination of formal education and work experience will be considered.
- CERTIFICATES OR LICENSES REQUIRED: The following licenses or certificates may be required depending on local, state and/or contract requirements:
- Fed Security Clearance
- PHYSICAL REQUIREMENTS: Employees must have the ability to perform the following physical demands for extended periods of time with or without assistance:
- Viewing computer screen/monitor
- Utilizing keyboard
- Answering phone/making calls
- WORK ENVIRONMENT: Work is performed in a normal office environment with limited privacy and some exposure to background noise.
- DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job. Employees are expected to follow their supervisor’s instructions and to perform the tasks requested by their supervisors.
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Responsibilities
- PRIDE Industries
- Job Description
- Job: Contract Specialist
- Job Code: M99 - PR-Contract Specialist
- HR Title Group: Federal Contracts (Facilities)
