The Procurement Administrator will perform professional work of advanced difficulty in the technical and administrative functions of the purchasing activities in support of the Customs and Border Protection (CBP) Integrated Logistics Support contract including purchasing and contract administration. This position is responsible for the procurement of services, supplies, and goods, including researching vendors and subcontractors, issuing requests for proposals (RFPs), evaluating the capabilities and performance of vendors, planning, and conducting negotiations, and selecting qualified vendors based on the vendor’s ability to provide the required procurement of materials, equipment, and services. The Procurement Administrator is responsible for the management of purchases, including organizing and storing documents, creating purchase orders and support contracts, reviewing cost-reimbursable financial transactions, and invoicing documentation, to process payments for services received, and responding to procurement-related inquiries and issues.
Duties and Responsibilities:
Collect and analyze performance metrics to identify trends and areas for process improvements.
Ensure purchasing policies and procedures are adhered to.
Own lifecycle management of administrative tasks regarding vendor management, including Statement of Work, Terms and Conditions, project quotes, government cost approval, PR/PO issuance, issuance of authorization to proceed, vendor work schedule tracking, open invoice tracking, invoice follow-up, vendor issue follow-up, and resolution, vendor invoice review and first-level approval or rejection, follow-up on rejections through proper payment, and as necessary purchase card transactions and records management.
Exercise discretion and independent judgment concerning matters of financial significance to procurement-related activities.
Own the position and act with authority.
Manage time according to priorities dictated by contract requirements and policies.
Communicate with the supervisor for all areas in which the Procurement Administrator feels additional training is needed or would be prudent.
Interface with vendors, contracts, Program Management Office, Strategic Business Unit, and government personnel
Audit documents for completeness and compliance with contract requirements and policy.
Prepare and process purchase requests/purchase orders for repairs, consumables, and equipment, ensuring thorough and complete purchase and inventory records of all purchased goods and services by purchasing the policy.
Negotiate prices, terms, schedules, and other provisions of purchase orders and acquisition contracts, including terms and conditions for purchases, promptly.
Develop and maintain a strong partnership with vendors.
Preparation and proactive management of Basic Ordering Agreements (BOAs), including the writing of Statements of Work (SOWs), modifications, and option year executions.
Market research to identify vendors or subcontractors.
Manage financial records for PR and BOA purchases.
Work with other Chenega units and with Operations Managers for validation of invoices.
Execute vendor invoice processing in compliance with business process service level agreements.
Ensure compliance with internal purchasing policies including receipt of all required requisitions with approvals.
Develop and maintain procurement-related processes and data retention mechanisms according to IAW ISO 9001:2015 standards.
Research and resolve purchasing issues, disputes, terms/conditions, etc.
Initiate and execute purchase order closeout.
Process RMAs as required.
Coordinate vendor evaluations as required.
Forecast procurement needs.
Identify procurement risks and potential solutions to program and operations management as well as the company PMO.
Participates in Process Improvement activities.
Perform training to operations staff on changes to procurement policies or procedures.
Other duties as assigned.
Minimum qualifications:
High school diploma or GED required
College degree is highly preferred
3+ years of experience managing multiple vendors, including managing lead time, shipment tracking, and invoice processing
5+ years of relevant work experience including:
Business
Logistics
Accounting structure
Inventory revenue forecasting
General knowledge of the federal government contracting environment, FAR, and Contractor Purchasing System Review (CPSR) is required
Buying or supply chain management experience
CBP Background Investigation required.
Knowledge, Skills and Abilities:
Lean Six Sigma Greenbelt preferred.
Underlying knowledge of business and contracts preferred.
Excellent writing skills, including grammar and spelling a must.
General knowledge of basic purchasing procedures, including BOAs, PRs, etc. is required for the position.
Strong skills in organizing, and managing time across multiple time zones, tasks, and customer needs.
High attention to detail.
Must have the ability to work both independently and in a team environment.
Must be able to occasionally work nights and weekends as required to satisfy Priority 1 contract requirements or for purposes of completing financial reporting/forecasting tasking.
Knowledge of government acquisition laws, regulations, and guidelines is needed to successfully execute this position.
Must have advanced working knowledge of a variety of computer software applications in word processing, spreadsheets, presentation software (MS Word, Excel, PowerPoint), and Outlook.
Experience with Costpoint and Maximo highly preferred but will train.
Knowledge of Maintenance, Repair, and Logistics (MR&L) support is highly preferred but will train.
Ability to work rapidly in a multitasking environment and adapt at any given time according to changing priorities, shifting between independent work and teamwork as needed.
Ability to prioritize and re-prioritize on the fly.
Ability to understand the impacts of procurement on operations, dedication to working as a team with the operations group, and to be able to judge or justify vendor costs as “fair and reasonable” to the government COR and Contracting Officer.
Ability to perform duties with minimal errors.
Ability to accept both critical and constructive feedback as a personal learning opportunity.