Procurement Administrator

Job Location Home Office - WESTMINSTER, CO 80030 Position Type Full Time Education Level 4 Year Degree Travel Percentage Negligible Job Category Purchasing - Procurement Description Summary: The Procurement and Contracts Administrator is responsible for managing the full lifecycle of procurement and contract administration activities in a public sector environment. This position ensures the timely, compliant, and cost-effective acquisition of goods and services while maintaining strong internal partnerships and vendor relationships. This role requires a highly organized, detail-oriented professional with demonstrated experience in public sector procurement, contracting, and regulatory compliance (e.g., federal, state, or local requirements such as HUD, state procurement codes, or grant-funded purchasing). The ideal candidate can operate independently, interpret regulations, and implement best practices immediately with minimal training. Key Responsibilities Procurement Management Lead and administer procurement activities including RFQs, IFBs, RFPs, and informal quotes . Ensure all procurements comply with federal, state, and local regulations , as well as agency policies (e.g., HUD, Uniform Guidance, or local procurement codes). Review and validate purchase requests for completeness, funding eligibility, and compliance requirements. Determine appropriate procurement methods and thresholds. Develop solicitation documents, evaluation criteria, and scoring methodologies. Coordinate evaluation committees and document procurement decisions. Contract Administration Draft, review, and manage contracts, amendments, renewals, and addenda using standardized templates. Coordinate internal approvals and signature routing (including executive and legal review). Maintain and manage a centralized contract repository , ensuring accuracy and accessibility. Track and monitor contract terms, including: Expiration dates Renewal options Insurance and compliance requirements Performance milestones Ensure contracts are executed before work begins and align with procurement requirements. Vendor Management Administer and maintain the agency's vendor database and vendor onboarding process , including W-9s, insurance certificates, and required disclosures. Serve as primary liaison for vendors regarding procurement opportunities, contract status, and requirements. Promote open competition, fairness, and transparency in all vendor interactions. Support outreach efforts to expand vendor participation, including small and disadvantaged businesses. Compliance and Audit Readiness Maintain complete, organized procurement and contract files for audit and monitoring purposes. Ensure documentation meets public sector audit standards , including justification of procurement method and price reasonableness. Support internal and external audits, including HUD or grant compliance reviews. Stay current on regulatory changes and recommend updates to policies and procedures. Internal Collaboration and Customer Support Provide guidance to staff on procurement procedures, timelines, and documentation requirements. Collaborate with departments to understand business needs and develop effective procurement strategies. Train staff on procurement policies and contract management best practices. Ensure a high level of customer service and responsiveness to internal stakeholders. Process Improvement and Reporting Identify opportunities to improve procurement efficiency, transparency, and controls. Develop and maintain tracking tools and reports for: Active contracts Procurement pipeline Vendor activity Support development and implementation of procurement policies, procedures, and templates. Qualifications Education Bachelor's degree in Business Administration, Public Administration, Procurement, Finance, or related field OR Equivalent combination of education and directly relevant experience Experience (Designed for Hit the Ground Running) 4-6+ years of progressive experience in procurement and contract administration Demonstrated experience in a public sector or highly regulated environment (e.g., housing authority, municipality, state agency, school district) Hands-on experience managing: Formal solicitations (RFPs/IFBs) Contract drafting and execution Vendor management and compliance documentation Contract Repository Contract filing system Experience with federally funded procurement (e.g., HUD, grants, Uniform Guidance 2 CFR 200) strongly preferred Knowledge (Critical for Immediate Impact) Public sector procurement laws, regulations, and best practices Contract law fundamentals and contract lifecycle management Competitive bidding processes and evaluation methods Recordkeeping and audit requirements for government entities Principles of ethical procurement and conflict-of-interest standards Risk management related to contracts and vendor performance Skills Strong analytical and decision-making skills to interpret policies and apply them correctly Excellent written communication skills , including contract drafting and formal solicitations Strong organizational and project management skills with the ability to manage multiple procurements simultaneously Advanced attention to detail and accuracy Proficiency in: Microsoft Excel, Word, and Outlook Procurement or ERP systems Contract management software (preferred) Ability to facilitate meetings and vendor evaluations Abilities Work independently with minimal supervision Quickly interpret regulations and apply them to real-world scenarios Build effective working relationships with vendors and staff Manage competing priorities and meet deadlines under pressure Maintain confidentiality and exercise sound professional judgment Identify risks and escalate issues appropriately Preferred Qualifications Experience in a Housing Authority or HUD-funded environment Professional certifications such as: CPPB (Certified Professional Public Buyer) CPPO (Certified Public Procurement Officer) CPSM (Certified Professional in Supply Management) Experience implementing or improving procurement systems or processes Core Competencies Regulatory Compliance & Integrity Accountability & Ownership Customer Service Orientation Collaboration & Communication Process Improvement Mindset Attention to Detail