Contract Acquisition Specialist
4 days ago
Vancouver
Job Description The Contract Acquisition Specialist will provide day-to-day support to Contracting Officers (COs) in drafting and preparing solicitations, contracts, task orders, and associated documentation. Responsibilities include conducting market research; collaborating with internal clients on statements of work and project timelines; and communicating with external vendors regarding contract-related inquiries and established procurement processes. Benefits: • Paid holidays: 11, • PTO: Starting at 10 days, • Sick Leave: Up to 56 hours per year (prorated based on start date), • EAP: Employee Assistance Program, • Benefit options: Medical, Dental, Vision, FSA, DCA, LPFSA, HSA, Group Life/AD&D, Voluntary Life/AD&D, Voluntary Short-Term Disability, Voluntary Long-Term Disability, Voluntary Critical Illness, Voluntary Accident, 401k (immediately eligible for employee and employer contributions employer match up to 4%), • Contract Support 70%, • Gather, review, draft and/or edit contract documents, including the process of award decisions per established procedure and as directed by CO., • Research legal, contract information, company information, etc., • Draft communication / letters (e.g. correspondence to vendors, internal email, etc.)., • Assist in drafting solicitation documentation for review and approval by CO., • Gather, review and organize vendor, contracting and project team data to provide information to the contract team., • Coordinate project/program delivery schedules and questions with the Team and Project Managers., • Identify and communicate with contracting officers, and/or project team members, internal and external roadblocks which may impact schedules and escalate to team manager., • Escalate vendor and team issues to respective COs. May act as communications facilitator for project team and vendor(s)., • Issue solicitation packages as directed by CO., • Assist in developing contract and task order documents., • Assist in tracking outstanding materials delivery and contract close out documentation as directed by CO., • Perform cost/price analysis and make recommendations based upon that analysis., • Aid in developing/reviewing statements of work (SOWs)., • Conduct market research; gather, review and organize market information as requested or directed., • As requested, or directed, assist COs, Contracting Officers Representatives (CORs), managers and clients across in procurement planning activities such as suggesting procurement methods, identifying potential contract types, and assisting in risk identification., • Assist the CO in arranging and conducting meetings with contractors and clients., • Review (not inspect) Contractor performance and provide information/recommendations to CO., • Maximize cross training potential (utilizing skill set to train others)., • Develop and recommend methods, approaches and best practices to achieve procedural and process consistency for the group. This activity may include observing different work streams that could be made more efficient, encouraging the use of templates, and standardization of documentation. Assist with the implementation of management approved recommendations, including input into change management approach and plans., • Gather and facilitate customer information and provide procurement standardized guidance/procedures to customer(s) on established contract and solicitation processes., • Enter data into Enterprise Resource Planning (ERP) systems. May extract and format data from Enterprise Resource Planning systems for use in presentations to supply chain and/or customer teams, • Work with Accounts Payable and CORs to resolve invoicing issues., • As requested, serve as back-up for COAs across the organization, performing tasks of similar size and scope as those listed above., • Administrative Activities 30%, • Prepare agendas, presentations, assist identifying attendees, scheduling, and facilitate virtual meetings or events using advanced functions of Skype, WebEx, or other virtual event technology., • Answer and screen telephone calls, greet and screen visitors; address questions and business involving established policy, take messages, set appointments and/or refer visitors to other personnel as appropriate., • Attend meetings, record meeting minutes, as requested, transcribe and disseminate as needed., • Assist with scheduling interviews; preparing interview packets for assigned manager(s), coordinating with interviewee, scheduling conference rooms or conference calls, and interview panel., • Track, maintain, update, and distribute annual renewals, such as: Motor Vehicle Driver Authorizations, Travel Authorizations, and Telework Agreements for federal employees., • Arrange travel (domestic, invitational and foreign), such as airline arrangements, hotel accommodations, and rental car and shuttle reservations, for Manager, Lead and staff as needed, which may include:, • Assist in preparing and submitting passport documentation as necessary., • Assist management and staff in setting up profiles in the travel system (currently Concur)., • Prepare / draft necessary foreign and domestic forms associated with travel., • Prepare and process travel authorizations and vouchers for group managers and staff using Concur., • Validate that travel is complete and process travel documentation in a timely manner and in accordance with federal and travel procedures and policies., • Coordinate with managers and staff to coordinate Time & Attendance per established procedures, which may include:, • Prepare and review time and attendance reporting to verify accuracy for certification by manager(s) and supervisor(s) using the Business Enterprise System (BES), HRMIS and Fieldglass., • May serve as timekeeping power user (able to input time for others as requested)., • Maintain and reconcile employee leave calendar submissions with staff and payroll., • Check leave slips to verify accuracy using organizational leave calendars and other documentation. Verify that time has been approved., • Using Fieldglass, review time sheets for contract personnel to verify that reporting is accurate., • A Bachelors degree with a major in any field is preferred; a Bachelors degree in Supply and Logistics Management is highly preferred., • With a Bachelors Degree: 2+ years of directly-related Construction or Architectural Engineering procurement experience is required., • Without a Bachelors Degree: 3+ years of directly-related Construction or Architectural Engineering procurement experience is required., • 24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management is required., • Experience should include a minimum combination of directly-related experience, on-the-job training, and/or vocational training is desired., • Experience should be consistent with the specific requirements of Service procurement with an emphasis in federal procurement (the Federal Acquisition Regulations or FAR) and/or other public sector procurement preferred., • Proposal preparation or buying experience performed in a private company is also acceptable., • Understanding of construction or architectural engineering procurement., • Experience with SharePoint., • Basic understanding of federal procurement (the Federal Acquisition Regulations or FAR) and/or other public sector procurement., • Energy/utility industry experience., • Demonstrated editing and proofreading skills with attention to detail and accuracy.
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