Under the direct supervision of the Director or designee, the Contract Coordinator will perform general, administrative, and support duties for each assigned project. As a Contract Coordinator, this includes reviewing proposals and selecting the best options for the purchase of goods and services. This also includes processing job cost information, administering contracts, and project management administration. The role may be responsible for negotiating, creating, and tracking contracts between the City of Boston and our suppliers or vendors.

• Develops, prepares, and organizes contract documents for awarded contracts to suppliers.
• Provide guidance and training to the Procurement Analyst team so the bid event process can be centralized and improved among various city departments. 
• Responsible for inputting all contract items (approximately 800 items) under contract into the City’s financial software, including title, unit of measure, commodity code, availability date, price, buyer, supplier ID, and effective date. 
• Prepare a variety of correspondences for the permission to award a contract.
• Responsible for keeping a departmental log of bid number, contract number, commodity, the department acquired for, supplier solicited and responses, terms, and the amounts of award. 
• Create a contract numbering system using financial management software. 
• Routes contract documents for approval to appropriate departments.
• Photocopy and collate approved contracts for distribution and send out notices regarding awarded items and executed contracts to suppliers. 
• Maintain all files for bid tabulations, contracts, and written quotation contracts. 
• Deliver and pick up all contracts from the Auditing, Law, and Mayor’s office. 
• Respond to the Procurement Department “Hotline” by providing information and problem resolution.
• Responsible for maintaining online bidding functions, including up-loading bids, managing the daily process, interfacing bids to the existing process, and corresponding with suppliers and the general public.
• Prepare and complete standard contract document CM10 and contract award summary.
• Input supplier information, contract amount, bid amount, and award comment. 
• Upload related contract documents CM06, CM16, CB Form2, Bid Tab, Goods and Service Bulletin to modify attachments.
• Send out contract documents to contractors for signing, follow up with contractors as needed, then review supplier signed contract documents.
• Submit the electronically signed contract documents to the Auditing Department for approval.
• Notify the buyer when all electronic processes for a contract have been completed.
• Create and update contract items, including title, unit of Measure, commodity code, availability date, price, buyer, supplier ID, and effective date.
• Provide suppliers with instructions to register contract signers.
• Provide coverage of the reception area when needed.
• Assist in bid advertisements to City Record, Goods and Service Bulletin, Cable, and CommBuys as needed.
• Assist in printing and mailing purchase orders as needed.
• Assist with clerical duties as needed.

• Must have at least three (3) years of full-time experience or equivalent part-time experience in office work.
• Good knowledge of departmental policies, practices, and procedures of the Procurement Division and especially MGL Chapter 30B.
• A high school diploma or General Equivalency Diploma is required or a college degree, specialized training, or equivalent work experience.
• Required three (3) years of relevant work experience with supplier management.
• Good knowledge of professional office practices, procedures, and techniques, including the use of a PC and the use of Microsoft Office and Google Suite products. 
• Preferred knowledge of Peoplesoft Financials software.
• Considerable knowledge of municipal contract and proposal procedures; ability to understand and carry out moderately complex directions.
• Considerable knowledge of filing systems.
• Ability to establish and maintain effective working relations with vendors and requisitioning departments.
• High attention to detail and strong analytical skills.
• Strong written and verbal communication skills.

BOSTON RESIDENCY REQUIRED

Terms: 

Union/Salary Plan/Grade: SEIU/RL-16
Hours per week: 35