Job Title: Procurement & Proposal Manager
Job Description: The Procurement Officer will assist in identifying the procurement needs, and establish strategic vetting to develop all the procurement processes to prepare Designers' RFQ’s if required and Contractor’s RFPs, Task Orders, contractual documents and supporting documentation for the PRPHA contracts and any additional requirements requested by the owner.
Procurement Office is to be involved in the process of selecting the Contractors and the negotiation of contracts. Shall lead all efforts in scheduling and running proposal kick-off meetings leading brainstorming sessions, facilitating key review meetings/final document review, coordinating proposal governance, sign off, document production and delivery of the completed wining proposal.
Responsibilities include:
- Support the Program & Construction Management Teams in daily operations and identified responsibilities.
- Prepare the bidding documents for the RFQ's and RFP's,
- Develop and write proposals.
- Implement and conduct all required activities plans for the Program Management and Construction Program;
- Provide direct support to Program & Construction Management Director in coordinating, conducting, and documenting all necessary meetings, including outreach activities trainings and workshops for procurement related activities;
- Provide support in the develop, preparations and submission of required deliverables, including monthly reports.
- Identify the procurement needs;
- Establish strategic vetting to develop all the procurement process;
- Prepare task orders, contractual documents and supporting documentation for the contractual agreements;
- Lead efforts in the process of selecting the contractors and the negotiation of their contracts.
- Administer and monitor each of the contracts under their control to ensure compliance with all terms and conditions.
- Pursue and implementation of all contract enforcement tools;
- Evaluate RFP;s and bids according to the established procurement strategy, which includes assisting with creating requests for proposals (RFP's) and requests for the qualifications (RFQ's) and the evaluation of bids;
- Provide all necessary support in the development, preparation and submission of required deliverables to PRPHA , including monthly reports.
- Lead all the necessary effort for the delivery of compliance, professionally produced proposals with customer and/or bid process define timeframes.
- Coordinate and review/ edit proposal input from a variety of stakeholders, typically involving contributions from owners, architects, engineers, finance, commercial, legal and delivery.
- Develop the Proposal Plan and team members responsibility requirements.
- Organize and hold the bid kick-off meetings;
- Define the bid cost structure, with the support of the Estimating Department;
- Manage the interfaces and communications with team members, sub-contractors, managers, partners and clients;
- Analyze contract requirements and conditions;
- Assist in bid vendors list definition;
- Identify the pre-bid agreements to be completed;
- Endorse the project organization, overall project schedule, overall execution plan, overall resources plan developed by the Executive Directors;
- Integrate proposal packages prepared by the individual operating and proposal partners (if any) and reconcile possible discrepancies;
- Discuss with the owners, architects, engineers and approve each operating process and work approach to be included in the proposal package in accordance with the company strategy.
- Submit the proposal to the client.
Required Competencies and Qualifications (technical, academic, experience, values, behaviors):
- Legal and Contract Enforcement - Experience.
- Development and Proposal Writing.
- Project Management.
- Academic - bachelor’s degree or higher education, included but not limited to Engineering, Architecture, Project Management, Accounting, Finance or similar studies.
- Experience - at least five (5) years of experience performing services similar to the ones required in this description.
- Must demonstrate experience in the following, but not limited to, document management, FEMA and HUD procurement process and guideliness, auditing procedure development and implementation, compliance review procedures, policy interpretation and implementation, team leading in auditing and policy reviews, reporting techniques, and data system usage
- Fully bi-lingual English / Spanish (both written & verbal)
- Technical Skills – highly proficient in MS Excel, MS PowerPoint, MS Project and other similar software; understanding of construction drawings and specifications; technical writing skills; purchases orders, invoices, quotes, etc.
- General Management – leadership, sound judgement, team player, follow communication protocols, excellent communication skills, multi-tasking (work on multiple projects simultaneously);
- Project Management Skills – systematic thinking; good analytical skills; process oriented; capable of managing & shuffling priorities based on the needs of Custom’s executives; able to facilitate decisions & prioritize demand; capable of managing and addressing simultaneously multiple issues & risks while being able to recognize when escalation is needed;
- Knowledge – Must have knowledge of PRPHA and HUD procurements process and guidelines
- Personal Attitude – highly motivated; good organizational skills; ability to follow directions; willingness to learn; result driven; able to work effectively and manage relations with senior executives from diverse departmental groups; able to work under time pressure; detail oriented.
- Candidate should present projects within the past five (5) years in which the candidate has provided services as Procurement Officer.
Desired Competencies and Qualifications (experiences, training, etc is a plus but not required)
- Skills: Performance Management, Project Management, Foster Teamwork,Supervision, Quality Management, Tracking Budget Expenses, Results Driven,Delegation, Time Management, Proactive, Staffing.
Others:
- The items above are for the purpose of providing you with a general description of the nature of the duties and functions. It should not be considered as an exhaustive list of duties, responsibilities and skills required for the position. You may be assigned additional tasks not described related to the position in compliance with the demand of the operation and it does not diminish in any manner the obligations to the personnel’s existing responsibilities.
Job Types: Full-time, Contract, Temporary
Pay: $50,000.00 - $60,000.00 per year
Application Question(s):
- How many years of procurement experience do you have?
- Do you have experience negotiating pricing, terms, and contract with construction suppliers?
- Have you worked with a ERP or Procore System?
Experience:
- RFP Preparation: 5 years (Required)
- experiencies performing similar to the ones required: 5 years (Required)
- FEMA and HUD Process guideliness: 5 years (Required)
- CDBG-DR and CDBG Mit FundingBid Documents Preparation: 5 years (Required)
Language:
- English and Spanish languages in both oral and written. (Required)
Ability to Relocate:
- San Juan, PR 00917: Relocate before starting work (Required)
Work Location: In person
