Contract Coordinator

3 weeks ago

Houston, United States Harris County Department of Education Full time

**Primary Purpose**:

- Responsible for maintaining Choice Partners contract files, board agenda items and disseminating contract information to members and vendors. Will perform specialized tasks from pre-award to close-out.

**Qualifications**:
**Education/Certifications**:

- Bachelor’s degree from an accredited university in business or related field or 4 years equivalent work experience with contracts/document control
- Professional certification in purchasing preferred but not required, such as CPPB, CPPO, RTSBO, and/or RTSBA

**Special Knowledge/Skills**:

- Ability to effectively utilize computers and software including Microsoft Office suite and other software required by the division
- Ability to research and interpret information to respond to inquiries
- Ability to organize, prioritize, meet established deadlines and handle multiple tasks
- Ability to maintain accurate and auditable records
- Ability to communicate effectively (verbal and written) using proper English grammar
- Advanced understanding of contracting concepts and principles
- Cross-Functional Collaboration: Collaborate with internal stakeholders, and vendors to ensure alignment of contract objectives.

**Experience**:

- Experience with private or public purchasing preferred
- Experience working with online bidding platform
- 4+ years prior experience in a contract administration role or a related field

**Major Responsibilities and Duties**:

- Prepare and review monthly board agenda items.
- Receive and process signed responses from vendors for new and renewal RFP’s. Ensure completeness and accuracy of documents and communicates errors to potential vendor.
- Establish and maintain Choice Partners (CP) contract electronic files, as outlined by division procedures. Create and maintain due diligence files for all contracts.
- Responsible for ad placement for all RFP’s in multiple newspapers, websites, etc.
- Responsible for annual renew RFP submission in Ionwave.
- Responsible for running complete SAM reports and form 1295 verification for all contracts.
- Ensure timely renewal or cancellation of annual contracts as directed by Contract Managers.
- Ensure notification of newly awarded vendor contracts by supplying award letter, copy of execution of offer and contract.
- Responsible for contract assignment when needed
- Responsible for collecting Interlocal agreements, Participation agreements and/or form 1295 for new members.
- Maintain all insurances and licenses required for vendor contract files.
- Participate in conferences and vendor shows to represent CP/HCDE as assigned.
- Provide excellent customer service to all parties.
- Maintain confidentiality.
- Maintain a positive attitude and a neat and professional appearance that exemplifies confidence and professionalism.
- Perform other duties as assigned.

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