What are the responsibilities and job description for the Procurement Coordinator position at Atlanta Beltline, Inc.?
Atlanta Beltline, Inc. (ABI) is the official implementation agency for the Atlanta Beltline, the 22-mile rail-to-trail conversion that’s one of the largest, most wide-ranging urban redevelopment programs in the United States. Its vision is to be the catalyst for making Atlanta a global beacon for equitable, inclusive and sustainable city life. The Atlanta Beltline is building a more socially and economically resilient Atlanta with our partner organizations and host communities through job creation, inclusive transportation systems, affordable housing and public spaces for all.
The ABI Procurement team is seeking a proactive and detailed-oriented Procurement Coordinator. This role is pivotal in aiding our team’s efforts to enhance project management capabilities and streamline procurement processes. The ideal candidate will be proficient in project management software, is adept in electronic document management (t: drive) similar to repository administration, possess knowledge of procurement and pre-contract development practices, and demonstrate strong Microsoft Office skills to perform a wide variety of procurement and contract support duties.
The Procurement Coordinator works under the close supervision of the Procurement Director who reviews work in progress to give direction on work methods and priorities. Work is frequently reviewed for accuracy and adherence to standards and guidelines. When questions arise, a higher-level staff person provides guidance. The Procurement Coordinator follows standardized and readily available procedures to complete work assignments. However, recommendations for improvement for end user ease of application and efficiency are welcome and may be considered.
Key Responsibilities:
•Conduct administrative and technical tasks within the procurement processes, including small-dollar procurements and contract administration.
•Develop proficiency in Bonfire and procurement standards to support vendor management, government relations, and ABI initiatives.
•Utilize Microsoft Office Suite (Excel, PowerPoint, Word) to analyze data and prepare documentation for procurement leadership to communicate effectively with senior management and the public.
•Exert autonomy and initiative, working with minimal guidance to achieve departmental objectives.
•Foster innovation within the team; propose innovative ideas, tools, and methodologies to enhance procurement processes.
•Understand and ethically apply knowledge of government (public sector) procurement processes, best practices, and regulations.
•Assist/support the team with any procurement activities such as setting up pre-submittal meetings, project site visits, preparing addenda, updating training materials and procurement solicitation documents and workflows.
•Develop and innovate project management tools, primarily using Asana, to support team (including ABI-wide) collaboration and efficiency.
•Manage the Procurement email inbox, ensuring timely communication with external vendors.
•Ensure supplier documentation is correctly filed/archived.
•Follow up with internal customers at the end of the solicitation process, initiate the pre-contract process and close out completed procurement projects
•Any other assigned duties as necessary.
Competencies:
• Proficiency in computer and technical skills.
• Strong critical thinking and problem-solving abilities.
• Adaptability in fast-paced, quick-response environments.
• Exceptional attention to detail and diligence.
• Effective communication across all levels of authority.
• Ability to work independently with minimal supervision.
• Commitment to the National Institute of Public Procurement (NIGP) Procurement Code of Ethics and ABI Code of Ethics (to be reviewed and accepted upon selection).
• Collaboration with ABI staff and relevant stakeholders, with a proactive approach to gathering essential information.
• Analytical skills to assess tasks, identify strengths and weaknesses, and determine optimal solutions.
• Strong time management and prioritization skills to efficiently complete tasks.
• Ability to gather, interpret, and process information from multiple sources.
• Capability to evaluate data against established standards and ensure accuracy.
• Experience in extracting data for reports, utilizing project management/status reporting tools, and managing information-sharing systems within standard office procedures.
Selection Criteria:
•An associate or bachelor’s degree is preferred, but five or more years of relevant experience in government, nonprofit, or professional office settings may substitute.
•Basic knowledge of procurement, contracting, or agreement processes and methods.
•Ability to develop constructive and cooperative working relationships with others.
•Ability to communicate information and ideas in writing unambiguously.
•Ability to identify facts by breaking down information or data into separate parts.
•Familiarity with non-profit and/or public entity procurement regulations and various funding sources.
•Understanding of the impacts of institutional and systemic barriers on marginalized communities and a commitment to integrating equity and inclusion throughout all facets of your work.
