Procurement and Contract Administrator

The Procurement and Contract Administrator (Contract Administrator II) promotes a high degree of professionalism in source-to-pay (S2P) procurement activities, minimizing risks to Facilities and the University while meeting procurement objectives and ensuring compliance with policies and procedures. The Procurement and Contract Administrator collaborates with Facilities stakeholders in assigned categories to ensure basic ordering agreements (BOAs), requisitions, release orders, contracts and payments are transacted efficiently and effectively. The portfolio of a Procurement and Contract Administrator consists of a combination of BOAs and contracts with an overall value up to $250M and includes a mix of design services contracts, construction contracts  and other types of contracts. The Procurement and Contract Administrator reports to the Associate Director, Procurement, who is a direct report of the Executive Director, Facilities Capital Finance & Procurement (FCFP).

FCFP provides procurement support for all design, construction and related services and is part of the Facilities Finance and Administrative Services (FFAS) department embedded within Facilities.  FFAS provides budget, finance, procurement and IT guidance and expertise to support our partners in Facilities across the University.

All Facilities employees are considered essential and are expected to be available to work as directed by the department during emergencies and certain campus events.

This position has budget responsibility (transactional authority) up to $50,000.

Sourcing/Pre-Award Responsibilities

• Develops and executes sourcing events such as Requests for Bids (RFBs) and Requests for Proposals (RFPs) for assigned portfolio of design, construction and related contract agreements utilizing various data (previous spend, previous supplier performance, etc.), market information and operational objectives to deliver longterm value. This includes authoring category strategy documents, obtaining key stakeholder buy-in and providing regular progress updates.
• Manages supplier relationships, including regular review of supplier performance, contract compliance, and pricing. Leads internal, multi-disciplined Facilities prequalification teams for strategic construction services.
• Facilitates competitive bidding events, promoting utilization of online bidding technology. This includes reviewing and ensuring scope of work and project description documents support a competitive selection process, developing selection criteria in addition to price, promoting supplier diversity, creating thorough solicitation documents, leading preproposal meetings, analyzing proposals, creating detailed bid/proposal comparison documents for selection team members, leading supplier negotiations, and being a significant contributor in supplier selection.
• Negotiates price, rates, details, terms and conditions for all contracts in assigned portfolio.
• Creates and executes basic ordering agreements and fixed fee/price, time-and-material, and hourly not-to-exceed types of contracts according to Facilities and University policy. Manages assigned portfolio of basic ordering agreements and contracts to ensure suppliers meet the current and future needs of Facilities and the University.

Contract Administration Responsibilities

• Analyzes contract changes to ensure compliance with contract terms and conditions, and creates resulting change order and amendment documents.
• Provides guidance to Facilities stakeholders in all contract matters including contract requirements, contract interpretations, and dispute resolution.
• Reviews all invoices for contract compliance prior to payment.
• Coordinates all aspects of the contract closeout process. 

Leadership and Strategic Initiatives 

• Leads training sessions to provide guidance to Facilities’ stakeholders regarding detailed procedures and broader concepts for sourcing and procurement.
• Serves as procurement subject matter expert for Facilities and University stakeholders.
• Provides leadership in support of Facilities and University strategic initiatives including business and technology process improvement, supplier diversity, and sustainability.

Essential:

• Bachelor’s Degree in business or relevant discipline or 5 - 7 years in procurement, contract administration or relevant supply management or business position
• Demonstrated excellent written and oral communication skills
• Ability to collaborate with University colleagues as well as suppliers and outside firms
• Ability to understand and apply legal terms and conditions
• Ability to manage a portfolio of contracts from sourcing through closeout
• Analytical skills necessary to drive process improvements
• Willingness to learn strong negotiation skills
• Demonstrated ability to manage multiple priorities
• Excellent skills with Microsoft Office (Excel, Word, PowerPoint)
• Experience with electronic sourcing and procurement tools

Preferred

• CPM or CPSM certification
• Experience procuring design, construction and related services
• Experience with electronic sourcing and eProcurement tools
• Experience with category management concepts

Princeton University is an Equal Opportunity and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity or expression, national origin, disability status, protected veteran status, or any other characteristic protected by law.

The University considers factors such as (but not limited to) scope and responsibilities of the position, candidate's qualifications, work experience, education/training, key skills, market, collective bargaining agreements as applicable, and organizational considerations when extending an offer. The posted salary range represents the University's good faith and reasonable estimate for a full-time position; salaries for part-time positions are pro-rated accordingly.

If the salary range on the posted position shows an hourly rate, this is the baseline; the actual hourly rate may be higher, depending on the position and factors listed above.

The University also offers a comprehensive benefit program to eligible employees. Please see this link for more information.