OPS Procurement & Contracts Coordinator

Role Overview

• Assist in preparing and posting formal competitive solicitations (RFPs, ITBs, ITNs) and informal solicitations (RFQs).
• Manage the filing and tracking of all procurement-related documents.
• Solicit Requests for Quotes from multiple sources (vendors, online, State Term Contracts, etc.).
• Participate in cross-training initiatives to provide backup support for all staff members within the Office of Procurement and Contracting as necessary.
• Support the drafting and review of contracts, amendments, and task orders, ensuring all necessary documentation is included and compliance with state regulations is upheld.
• Organize and facilitate public meetings, pre-bid conferences, and public openings, ensuring all proceedings are documented and communicated effectively.
• Assist in creating bid tabulations, reviewing bids for compliance with requirements, and compiling recommendations for contract awards based on assessed responsiveness and responsibility.
• Monitor and ensure adherence to applicable purchasing policies and procedures, providing guidance to staff on best practices related to procurement processes.
• Assist in developing training materials and conduct training sessions for FDEM staff on procurement processes, guidelines, and tools, including the use of procurement software.
• Act as a liaison between departments and vendors, coordinating discussions on procurement needs, addressing technical requirements, and resolving any arising issues or disputes promptly.
• Maintain organized and accurate procurement and contract tracking logs and files, ensuring easy access for team members and leadership.
• Review purchase orders in MyFloridaMarketPlace (MFMP) for accuracy, proper coding, and attached documentation, providing any necessary corrections.
• Conduct research and prepare data reports on procurement activities, project statuses, and contract compliance as needed.
• Assist in the development of scopes of work for complex projects, ensuring alignment with goals and compliance with state expectations.
• Collaborate in planning initiatives aimed at improving procurement and contracting processes, contributing to the enhancement of overall operational efficiency.
• Serve as back up to the FACTS/FFATA Administrator for all processes related to the FACTS/FFATA systems, including but not limited to data entry (batching or manual record entry).

Requirements

• A minimum of four years’ experience in state or federal contracting and or procurement.
• A post-secondary degree from an accredited institution in a similar field may substitute for the required experience on a year-for-year basis.
• A minimum of two years’ experience managing contracts.
• Experience using Microsoft Office Suite (Excel, Word, Outlook) with the ability to learn and navigate division enterprise business systems.
• Florida Certified Contract Manager (FCCM) certification or have the ability and willingness to obtain within the first 12 months of employment.
• Valid driver’s license.

Benefits

• The State of Florida supports a Drug-Free workplace.
• Reasonable suspicion drug testing.
• Successful completion of background screening.