Procurement Agent

Summary 

The Procurement Agent is responsible for supporting the procurement and vendor management process by coordinating contract administration, managing request for proposal (RFP) documentation, ensuring vendor compliance with insurance requirements, and maintaining procurement records. This role works closely with internal departments, and vendors to facilitate efficient procurement operations, ensure documentation accuracy, and support risk management initiatives.  This position requires the ability to interact with staff (at all levels) in a fast-paced environment, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality. This position will also assist the Procurement Manager & department staff with the required reporting, researching and maintaining statistical data, as well as overseeing the procurement policy and procedures as required. 

Responsibilities: 

• Coordinate and schedule procurement-related meetings with internal stakeholders and external vendors. 

• Send emails, make calls, send notices to vendors 

• Collect and organize contract documentation, including contracts, amendments, change orders, and other procurement-related records. 

• Collect contract documentation for department Manager review and compliance with organizational requirements. 

• File and maintain procurement records in accordance with company policies and document retention standards. 

• Create & track comparatives in Insite for approval 

• Collect and organize RFP and agreement documents and supporting materials. 

• Collect current Certificate of Insurance documents for all vendors to ensure it meets contract requirements  

• Manage and review all vendors Certificate of Insurance, identify deficiencies and work with vendors to obtain compliant status   

• Collect vendor W9, NTI department contract documents, certificates to complete NTP checklist  

• Administer subcontractor evaluations process with department managers for submittal in Insite system for approval 

• Collect and compile vendor performance data and feedback. 

• Maintain vendor evaluation records and compliant status in order to pay invoices 

• Obtain vendor and NTI CEO signature to execute documents in Adobe Sign system 

• Attend pre-con meetings to update and inform staff and vendors on agreement status and missing documents 

• Inform vendors about upcoming contract opportunities & update outreach materials/handouts. 

Document Management: 

• Update and store department documents on department SharePoint server system 

• Manage Adobe Sign workflows for contracts and procurement documents. 

• Track signature status and perform follow-up activities to ensure timely document execution. 

• Organize documents to be available to NTI Staff and procurement staff by procurement department procedure 

• Prepare department documents for in-person Board of Manager meetings/reports 

• Update Contract Directory/Procurement Plan/RFP Log 

Reporting: 

• Create Summary of Comparatives per request  

• Create and develop transaction reports on all contracts on the projects 

• Track all completed comparatives for reporting  

• Create and submit reports to Procurement Manager 

Minimum Requirements: 

• Minimum of one (1) years of experience in similar coordinator positions preferred.  

• Experience working in procurement, contract administration, vendor management, or a related administrative role preferred. 

• Bachelor of Science Degree in Business Administration, Procurement, Construction Management, or related field. 

• Experience working with contract documents, procurement processes, and vendor compliance requirements. 

• Proficiency in Outlook, Microsoft Word, Excel, PowerPoint and Microsoft Project. 

• Experience with EBIX or similar insurance compliance platforms preferred. 

• Ability to pay close attention to detail, ensuring accuracy of work & complete tasks on time and follow department procedures  

• Works independently, multitask, manage time and workload, which includes planning, prioritizing, organizing, and following-through on a variety of tasks, assignments, projects, and reports. 

• Ability to effectively communicate, verbally and in writing, at all levels of the organization and with contractors with tact and diplomacy. 

• Strong follow-up and vendor relationship management skills 

• Present solutions to manager for issues/problems & scope requiring through knowledge of department practices. 

• Remain operationally focused and obtain knowledge of the organization to balance business priorities, individual team needs, manager’s style and company policy 

• Working knowledge of processes, procedures and regulations and the ability to deal with politically sensitive and confidential issues 

• All other job-related duties as assigned. 

**North Tarrant Infrastructure, LLC is an Equal Opportunity Employer** 

Note: The Statements herein are intended to describe the general nature and levels of work performed by employees, but are not a complete list of responsibilities, duties and skills required of personnel so classified.  Furthermore, they do not establish a contract for employment and are subject to change at the discretion of the employer. 

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