Programs and Contracts Coordinator

GENERAL DESCRIPTION OF WORK:

Responsible for administrating and managing advanced and complex procurement programs. This role presents a unique opportunity for growth and learning, as it involves working closely with various VIA divisions and departmental staff while managing all aspects of the designated division/department’s contract and program administration including documenting daily efforts and actions needed to complete assigned capital and operational contracts and tasks with sponsors and stakeholders across the agency.

ESSENTIAL FUNCTIONS:

Manages multiple project and operational contracts simultaneously, ensuring objectives, timelines, and deliverables are met throughout the project lifecycle.

Works closely with Procurement Division to:

• Delivers advanced and complex procurements for the designated division/department from inception through closeout.
• Administers complex contracts in professional services and construction. Solicits receives, analyzes, and monitors bids, quotes, and proposals in a manner consistent with VIA’s Procurement Policies and Procedures and Federal, State, and Local Laws.
• Conducts pre-bid and pre-proposal conferences, public bid openings, negotiations with potential contractors, vendor interviews and staff presentations.
• Plans and develops procurements, including assisting in planning, scheduling and developing text for solicitation packages.
• Analyzes requirements received and recommends solicitation and contract type, including general contract terms and special provisions.
• Develops and issues solicitations using any method allowed by VIA, pursuant to and in accordance with VIA’s Procurement Policies and Procedures; Federal, State and Local Laws and regulations.
• Responds to inquiries received from prospective offerors during the solicitation process.
• Conducts pre-bid and pre-proposal conferences, including receiving and recording bids/proposals.
• Chairs evaluation committee meetings; leads discussions with offerors; plans and conducts contract negotiations; and prepares contract award recommendations for VIA staff and Board of Trustees approval.
• Analyzes and determines responsiveness and responsibility of offers received in a manner consistent with VIA’s Procurement Policies and Procedures, Federal, State and Local Laws.
• Conducts cost and price analyses as required for each solicitation and prepares reports.
• Ensures competitiveness of prices through in-depth and industry-specific research.
• Monitors and manages contract budgets, ensuring expenditures remain within allocated limits.

Additional Tasks Include:

• Monitors contractor activities to ensure compliance with the provisions of the contract.
• Acts as liaison between contractor and staff.
• Reviews contractor change proposals and leads evaluation/negotiation activities, obtaining required levels of approval and issuing contract modifications (change orders) and/or task orders.
• Manages contractor interpretation, resolution of disputes where possible, and supports dispute resolution and/or litigation activities, as required.
• Ensures that all documents related to contract administration are promptly filed and files are maintained.
• Initiates default or termination actions.
• Closes out contracts, including obtaining appropriate releases, acceptance certificates, warranties, and manuals and authorizing final payment(s).
• Manages contractor relationships through effective and consistent communication, serving as a knowledgeable and trustworthy organization representative.

Documents all activities related to procurement and contracts.

Works with project sponsors/managers to prepare and implement program procurement plans and timelines.

Responsible for the development, tracking, follow-up, and overall compliance of all DOF (Documentation of Funding) and ICE (Independent Cost Estimate) documentation.

Works with management to prepare monthly or more frequent high-level executive and Board related reports, memos, presentations, resolutions, and all other associated materials to ensure accurate and professional delivery.

Responsible for the record keeping and filing of all procurement and contract documents, presentations etc.

Works with staff to develop and maintain procurement policies and procedures for the assigned division/department in coordination with executive leadership and all divisions.

This job description excludes marginal functions that are incidental to performing the job. Other duties may exist.

REQUIRED EDUCATION AND EXPERIENCE:

Bachelor’s degree in public administration, business administration or related field and five (5) years of constriction related procurement or related experience. Experience may be substituted in lieu of education on a year for year basis up to four years.

PREFERRED QUALIFICATIONS:

Master’s degree.

Federal contract administration or public agency contract administration experience.

Chartered Institute of Procurement Supply (CIPS) qualification or in pursuit.

ADDITIONAL REQUIREMENTS:

Knowledge of contract management and administration procedures.

Knowledge of procedures and techniques used in developing contracts.

Knowledge of basic accounting principles and practices.

Knowledge of procurement principles, procedures, and methods

Knowledge of applicable federal, state, and local policies, laws, and regulations

Excellent oral communication and writing skills.

Excellent editing and proofreading ability and advanced skills in grammar and punctuation are critical to this job.

Proficient in Microsoft products, including Outlook, Word, Excel, PowerPoint, Visio, Teams, and Power BI.

Meticulous attention to detail, an eye for accuracy, and a strong desire to provide high-quality service and excellent customer service.

Must be proactive, self-directed, flexible, and accustomed to working in a fast-paced, deadline-intensive environment.

Must analyze situations, exercise sound judgment, and use discretion to maintain confidentiality of sensitive materials.

Must make decisions in accordance with rules, regulations, and company policies and procedures.

Must efficiently manage shifting priorities to meet deadlines and action items.

Must read and comprehend complex materials such as reports, reference manuals, and instructions.

Safety Accountability Statement:

• Employees must consider safety in all tasks performed, as well as demonstrate safe judgment and decisions that not only maintain their own safety; but that of fellow employees and customers.
• Demonstrate a professional commitment to assure compliance with all organizational policies, practices, and programs related to safety, health, and system security.
• Employees have a responsibility to identify and report hazards, as well as potentially unsafe conditions, to your immediate supervisor or Safety Department.
• Employees are responsible, and required,to stop a job/task to prevent an unsafe incident or act from occurring. This acknowledges the threat of potential injury, property damage and the opportunity for better judgment to be used.

Must comply with and support VIA’s EEO policies and procedures.

PHYSICAL REQUIREMENTS:

Physical ability required to be mobile, bend, stoop, stand, reach and occasionally lift objects weighing 5-25 pounds such as files and large reference books.

WORK ENVIRONMENTS:

Works in a normal office environment.

Work involves deadlines, multiple priorities, and the cooperation of others.

Work may involve irregular hours.

VIA Metropolitan Transit is an Equal Opportunity/Affirmative Action Employer.