Contracts and Procurement Administrator

Are you looking for a position at a mission-driven, innovative organization with great benefits? If so, join Boulder Housing Partners! We are a PERA employer and offer great public employee retirement benefits, work-life balance, and flexible schedules.

We build, own, and manage affordable housing in the City of Boulder, bringing together staff and stakeholders from diverse backgrounds to accomplish a common goal.  

OVERALL JOB OBJECTIVE:

Under direct supervision, timely and accurately perform contract, procurement and related duties, as required.

ESSENTIAL JOB FUNCTIONS:

Procurement Management:

• Develop and implement procurement strategies to meet the organization's needs.
• Manage the procurement process from requisition to delivery, including sourcing, negotiation, and contract execution.
• Conduct market research to identify potential suppliers and evaluate their qualifications.
• Prepare and issue requests for proposals (RFPs), requests for quotations (RFQs), and invitations to bid (ITBs).

Contract Management:

• Draft, review, and negotiate contracts, ensuring terms and conditions are favorable and compliant with regulations, to include adequate insurance coverage and current W-9 on file.
• Monitor contract performance, ensuring compliance with contractual obligations.
• Manage contract renewals, amendments, and terminations as necessary.
• Maintain accurate and up-to-date contract records, documentation and tracking for all contracts in the process.

Vendor Management:

• Establish and maintain relationships with suppliers and vendors.
• Evaluate and monitor supplier performance, addressing any issues or discrepancies.
• Conduct supplier audits and assessments to ensure quality and compliance.

Compliance and Risk Management:

• Ensure all procurement activities comply with federal, state, and local laws, as well as organizational policies.
• Identify and mitigate risks associated with procurement and contracting processes.
• Stay informed about changes in procurement regulations and best practices.

Budget and Financial Management:

• Work closely with the finance department to ensure procurement activities align with budgetary constraints.
• Track and report on procurement expenditures and cost savings.
• Assist in budget preparation and forecasting related to procurement activities.

Reporting and Analysis:

• Generate regular reports on procurement activities, including spend analysis, cost savings, and supplier performance.
• Analyze procurement data to identify trends, opportunities for improvement, and cost-saving measures.

Stakeholder Collaboration:

• Collaborate with internal departments to understand their procurement needs and ensure timely and efficient service.
• Provide guidance and support to staff regarding procurement policies and procedures.

Training and Development:

• Train and mentor staff on procurement processes and best practices.
• Stay updated on industry trends and developments and participate in professional development opportunities.

Administrative Duties:

• Maintain accurate procurement records, including purchase orders, contracts, and vendor information.
• Develop and update procurement policies and procedures.
• Handle inquiries and resolve issues related to procurement and contracts.

Sustainability and Social Responsibility:

• Promote sustainable procurement practices and consider environmental and social impacts in procurement decisions.
• Support initiatives for diverse and inclusive supplier engagements.

Manage BHP’s Ongoing Building Improvements Process (aka BHP CIP Process)

• Partner with the BHP maintenance team to track, analyze and monitor building improvements projects across the BHP portfolio.
• Interact with investors on building improvement plans for the tax credit properties.
• Track and report on property replacement reserve balances

Other projects and duties as assigned.

In summary, the Contracts and Procurement Administrator for BHP is responsible for overseeing the entire procurement lifecycle, ensuring compliance, managing vendor relationships, and contributing to the financial and operational efficiency of the organization. The position provides administrative and technical work in the development, negotiation, and implementation of contract terms. This position monitors contractual agreements that ensure effective procurement and delivery of goods and services. For BHP this position, works closely with maintenance leadership, and manages the existing building improvement process (aka the controlled maintenance process) for BHP.

REQUIRED QUALIFICATIONS:

• Four-year degree Accounting, Business Administration, Supply Chain Management, Public Administration, Finance, or a related field with at least three to five years of relevant experience. Professional certifications such as Certified Professional in Supply Management (CPSM), Certified Purchasing Manager (CPM), or Certified Public Procurement Officer (CPPO) are advantageous.

• Significant skills with personal computers, including intermediate/high level Excel ability and basic skills with other Microsoft Office software required.
• Attention to detail. Ability to work independently, meet due dates, finish tasks on time, take initiative, and handle multiple tasks simultaneously with minimal supervision. Willingness and ability to work additional hours as needed.
• Ability to perform complex mathematical calculations using Excel, operate office equipment, and maintain accurate     electronic filing systems.  Previous customer service experience preferred.
• Acceptable background information, including criminal history, credit check and ability to be bonded.

COMPETENCIES:

• Interest, desire, ability, and commitment to provide excellent customer service in person and over the telephone.
• Excellent interpersonal skills including the ability to establish and maintain effective working relationships with diverse people in an organizational context.
• Strong organization and prioritization skills.
• Self-motivated, proactive, and resourceful.
• Reacts quickly and adapts to changes in priorities, circumstances, and direction without feeling overwhelmed.
• Works effectively with minimal supervision.
• Thrives in a fast-paced environment.
• Maintains a high level of professionalism and integrity; listens to questions and concerns, evaluates issues and possible solutions, works collaboratively with the Boulder Housing Partners team to address systemic problems; inspires confidence and respect; uses feedback from others to grow and develop.
• Takes proper safety precautions, anticipates unsafe circumstances, and acts accordingly to prevent accidents. Responsible for the safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies, and procedures. Reports all accidents and damage to BHP property.
• Actively supports and upholds BHP’s stated mission and values. Optimizes the use of resources; responsible for knowing and complying with all BHP policies. Participating in professional training and development; and adhering to attendance and workplace attire policies.

Boulder Housing Partners is committed to hiring employees who provide excellent customer service. Our employees communicate courteously and responsively with the public and co-workers, are sensitive to diversity issues provide effective and efficient service to the public and co-workers and act with a high level of integrity and take responsibility for their words and actions.

HIRING RANGE AND BENEFITS:  

Hiring Range: $65,000-$87,000 annually DOQ

Applications will be accepted through August 14, 2024.

WHAT IT'S LIKE TO WORK WITH US:

If your goal is to help build diverse and inclusive communities by providing homes, creating community and changing lives, consider joining us at BHP.  We know our employees are our most important resource, in addition to rewarding and meaningful work we enjoy:

1. Medical, dental, vision health plans
2. Retirement benefits that include PERA defined benefit plan plus 401k and 457 plans.
3. Paid life insurance.
4. Employee wellness program.
5. Long term disability.
6. 13 paid holidays per year plus vacation and sick leave.
7. Summer Fridays (if applicable)
8. Excellent work-life programs, such as flexible schedules, training opportunities, and more.

CHAIN OF SUPERVISION:

(1)  TITLE OF IMMEDIATE SUPERVISOR: Chief Financial Officer

(2)  TITLE(S) OF POSITION(S) OVER WHICH THIS POSITION HAS DIRECT SUPERVISION: N/A

MACHINES AND EQUIPMENT USED IN WORK INCLUDE BUT ARE NOT LIMITED TO THE FOLLOWING:

Personal computer/laptop, printer, telephone, facsimile machine, photocopy machine and calculator.

WORKING CONDITIONS:

Physical Demands: This position works in an office setting. In the office it is primarily sedentary physical work requiring the ability to lift a maximum of 20 pounds; occasional lifting, carrying, walking, bending over (to file) and standing; frequent hand/eye coordination and finger dexterity to operate personal computer and office equipment; vision for reading, recording and interpreting information; speech communication and hearing to maintain communication with employees and customers.

Work Environment: Works in a clean, comfortable environment in the office.

Equipment Used: Frequently uses standard office equipment including personal computers, calculators, printers, electronic date stamp, telephones, fax and copy machines.

BHP is an Equal Opportunity Employer. We prohibit unlawful discrimination against applicants or employees on the basis of age 40 and over, race (including traits historically associated with race, such as hair texture and length, protective hairstyles), sex, sexual orientation, gender identity, gender expression, color, religion, creed, national origin, ancestry, disability, military status, genetic information, marital status, or any other status protected by applicable state or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.