Coordinator of Projects and Contracts

The Coordinator of Projects and Contracts will serve as a Contracting Officer and Project Coordinator for the Pascua Yaqui Housing Division, for both new construction and major renovation projects. The incumbent will also provide bid analysis and recommendations as to contract award. Duties will include project management, field observation, and document review, budget management, a broad knowledge of safety, comfort and energy technology principles, contract review, and approval of vendors’ payments, meeting with contractors, vendors, and government officials.

1. Work with the Business Operations Manager to assist in the budget development and Scopes of Work that are complete and accurate.
2. Work cooperatively with Procurement, TERO, Finance, Housing Accounting, and Legal Counsel.
3. Work collaboratively with Procurement to development and negotiation of contracts.
4. Responsible for the preparation and revision of specifications and technical bid documents; schedule closing dates for bids.
5. Prepare requests for bids and proposals; review and analyze bid and proposal responses by perform in cost and value analysis.
6. Evaluate bids for compliance with specifications; evaluate bidder’s capacity to perform and comply; recommend award of contracts to most responsible bidder; assist in the development of new Tribal-wide contracts.
7. Serve as liaison between vendors, TERO and the Housing Division; conduct pre-bid and pre-proposal conferences with prospective contractors; arbitrate disputes between vendors; recommend termination of contracts when appropriate.
8. Advise tribal departments and agencies on rules, regulations, and laws; assist departments on the development of procedures to ensure conformance.
9. Work effectively with the Procurement Manager to review draft contracts prior to submitting for Legal review.
10. Work effectively with the Procurement to prepare the required purchase orders associated with approved contracts.
11. Compile and maintain a qualified bidders list.
12. Monitor contract activity, prepares usage and progress reports.
13. Assemble, tabulate, and summarize competitive bid responses.
14. Organize and maintain contract records through closure.
15. Prepare routine correspondence and reports, interview callers, schedules conferences.
16. Perform other duties of a similar nature or level as requested by supervisor or director.
17. Manage and/or coordinate complex infrastructure projects, forecast timelines, and project parameters, review and approve plans and documents, devise solutions to problems, deploy resources, ensure projects are competed effectively and efficiently within the budget, study and approve agreements, disburse approvals for vendor payments, conduct, and attend meetings with associated parties.
18. Assist management in preparing requests for proposals/qualifications, monitors consultant selection process, assist in the preparation of plans and specifications, ensure contracts for outside professional services related to infrastructure development and construction services are reviewed by the Pascua Yaqui Tribe’s Attorney General’s Office.
19. Coordinate and document the contractual requirements of architectural and engineering construction projects through inspections and surveillance. Participate in the designing, drafting, and preparation of specifications and cost estimates for infrastructure projects.
20. Oversee change orders and job status, coordinates projects with appropriate parties and make key decisions and recommendations to Housing administration.
21. Create and review various technical reports; analyze project contract methods and advise selection committees on project options.
22. Administer and monitor the project budget including cost estimates, allocating resources, and approving payments and expenditures.
23. Perform field observation and document reviews; ensure compliance with appropriate principles.
24. Meet with appropriate Tribal departments to develop and refine the scope of the capital improvement project, advice, and update project status, and make recommendations as needed.
25. Work with the TERO department to ensure proper licensing and clearance permits are obtained prior to starting the project.
26. Maintain projects records, documentation, and files.
27. Attend meeting with contractors, vendors, and other government entities to provide project updates and technical advice.
28. Monitor and analyze energy consumption for the Pascua Yaqui Tribe.
29. Assist in the planning for the future needs of the Tribe with the goals of ensuring sustainable and affordable energy.
30. Oversee and monitor of all solid waste management practices of the tribe and actively enforce the solid waste code.
31. Oversee and monitor of the community transportation planning and the implementation of a mass transit program.
32. Perform other duties of a similar nature or level as requested by supervisor or director.

Knowledge of:

• All aspects of the Native American Tribal Government housing operations, including contracting and construction.
• Applicable Housing and Urban Development (HUD) and BIA Regulations, Office of Management and Budget (OMB’s) Circulars, and Uniform Commercial Code (UCC).
• Contracting methods pertaining to procurement of a wide variety of goods and services required for housing new construction and major renovation projects.
• Contract administration principles and practices necessary to monitor contractor performance and resolve disputes.
• Tribal procurement policies and procedures.
• Tribal accounting practice and procedures.
• Assigned commodities and services.
• Trends and improvements in products, and economic factors affecting procurement.
• Tribal or government-funded projects.
• Engineering, construction, architectural, infrastructure design principles and standards.
• Contract administration related to the construction industry.
• Applicable laws, rules and regulations.
• Project management methods.
• Public relations.
• Budgetary principles.
• Project vendor bidding principles and tribal practices.
• Project management principles.
• State and local building and fire codes.
• Building codes and specifications.
• Zoning ordinances.
• Yaqui culture, customs, resources and traditions and/or a willingness to learn

Skills and Abilities:

• Contract negotiation.
• Negotiation skills in dealing with vendors and customers (internal and external), relative to changes in the scope of contracts, reasonableness of delays, monetary considerations, and liability.
• Meet project deadlines and maintains compliance throughout the process.
• Work well in a multi-disciplinary team environment, while accomplishing work independently.
• Comprehend and master all relevant federal regulations, to support goal of maintaining a low incident of negative audit findings.
• Write and review requisitions and specifications.
• Evaluate bids and awarded contracts.
• Monitor contract performance and resolve disputes.
• Ensure that projects assigned are cost-effective and completed per schedule.
• Establish and maintain effective working relationship with employees, outside agencies, and the public.
• Communicate effectively, both verbally and in writing.
• Operate a variety of office equipment, including a computer and related software applications.
• Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Have ability to sufficiently exchange or convey information and receive verbal and written work instructions.
• Read and understand engineering, architectural plans, GPS mapping reports, and maps.
• Apply applicable local, state and federal laws, rules, property zoning and regulations.
• Analyze and estimate labor productivity.
• Estimate construction materials requirements from blueprints.
• Analyze and estimate labor productivity.
• Estimate construction materials requirements from blueprints.
• Maintain records and preparing reports.
• Recognize problems, identify alternative solutions and make appropriate recommendations.
• Work independently.
• Public speaking and presentations.
• Operate a variety of office equipment, including a computer and related software applications.
• Good communication and interpersonal skills as applied to interaction with co-workers, supervisor, management, Council members, and the public. Have ability to sufficiently exchange or convey information and receive verbal and written work instructions

Bachelor’s Degree in Business Administration, Public Administration, Finance, or closely related field and two (2) years of experience in government procurement, construction management, accounting, contracting procedures; or any combination of academic education, professional training and work experience that demonstrates the ability to perform the duties of this position.

• Must possess and maintain a valid Arizona Driver’s License.
• Must possess and maintain a valid Level 1 Clearence Card

Special Requirements:

• This position will require the incumbent to work non-traditional hours, nights, and weekends.

Salary : $49,464