Procurement Coordinator I

Salary : $59,092.80 - $105,892.80 Annually
Location : Kissimmee, FL
Job Type: Full Time
Job Number: 00589
Department: Business Services & Environmental
Opening Date: 03/20/2025
Closing Date: 4/6/:59 PM Eastern

General Description

Procurement Coordinator I ($28.41 - $37.87) Hourly

Procurement Coordinator II ($31.81 - $45.45) Hourly

Senior Procurement Coordinator ($74,131.00 - $105,892.00) Annually
General Description:

Procurement Coordinator I
The Procurement Coordinator I supports the success of all Toho stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. Procurements may include analyzing quotes, sole source, piggybacks, and invitations for bids from inception to award. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator I functions at entry-mid level to perform detailed work in the preparation, research, writing, evaluating and administration of bids and contracts. Work involves communication with vendors and departmental officials on purchasing problems and shipping, receiving, and invoicing problems and processes; and may include supporting p-card administration and oversight. Procurement Coordinators may manage multiple projects and deadlines simultaneously.

Procurement Coordinator II
The Procurement Coordinator II supports the success of all Toho Water Authority stakeholders and is responsible for ensuring the efficient execution of procurement strategies while facilitating cost-effective, timely, and high-quality work to procure a variety of goods and services. This role requires exceptional organizational and communication skills, collaborative teamwork skills, and a working knowledge and understanding of public procurement processes and industry best practices. Under direct supervision of a Senior Coordinator or Procurement Supervisor, the Procurement Coordinator II functions at journey professional level to perform complex procurement services, analysis, and implements process improvement solutions. The role supports Toho Water Authority staff with procuring a wide variety of commodities and services using various solicitation methods including ITN/RFP/RFQu and and alternate delivery methods of construction such as Construction Manager at Risk (CMAR) or other strategies. The work involves leading all phases of the procurement process, from bid preparation through granting of the award for procurement and contract management including extensions, amendments and facilitating vendor performance issues. The Procurement Coordinator II will also contribute to the team by sharing knowledge and implementing continuous improvement strategies and processes with peers. Work is performed according to Toho Water Authority procurement guidelines, State of Florida laws, and any applicable federal laws and regulations to include requirements of grant agreements.

Senior Procurement Coordinator
The Senior Procurement Coordinator is a seasoned and highly skilled procurement professional relied upon as subject matter expert. The Senior Coordinator may function as an individual contributor or as a lead for a team of procurement coordinators, making assignments, providing guidance and ensuring the efficient execution of procurement strategies, and driving optimal cost savings while maintaining high-quality standards. This role requires analytical abilities, collaborative skills, and a deep understanding of procurement processes and industry best practices. The Senior Procurement Coordinator performs complex procurements, advice and guidance, delivery, and process improvement solutions to support Toho Water Authority. This is accomplished by developing and overseeing solicitation packages, contracts planning, analyzing proposals and determining contract strategies, evaluating bid and proposals for technical compliance, developing and monitoring project management timelines, and coordinating contract specifications. This position is responsible for handling the more complex procurements, problem solving and mediating of challenging or unexpected problems involving multiple stakeholders and departments. Senior Coordinators may be assigned to lead and/or represent Procurement as subject matter experts in cross functional continuous improvement project teams. The Senior Procurement Coordinator may be assigned day to day oversight of entry and mid-level coordinators to gain leadership and supervisory experience.
Essential Functions

Procurement Coordinator I

•  Performs routine procurement work according to generally accepted public procurement principles, best practices, established procedures, departmental guidelines, and regulatory requirements applicable to the work;
•  Prepares, reviews, and processes standard documents, including solicitations, sole source, piggyback, including addenda, contract award and purchase orders, to include all contractual requirements and specifications;
•  Schedules and facilitates pre-bid conferences, public formal bid and proposal openings; receives and analyzes bids and proposals received for conformance with specifications and other requirements;
•  Uses e-procurement platform and financial management software to create or review and investigate any vendor records, department requisitions for purchase orders; includes contract set-up and spend summary maintenance; verifies items and prices, and approves requisitions for purchase order issue;
•  Monitors the status of assigned contracts with staff to prepare for timely renewals, contract extensions or new solicitations;
•  Serves as primary contact to departments and outside agencies for the purpose of obtaining procurement information, purchase order authorization; as primary contact between departments and vendors/bidders for various commodities and services;
•  Performs various administrative support duties, e.g. filing materials, copying documentation, entering data into computer system tasks and may include oversight for the procurement card (P-Card) program including issuing new cards, reports, training and monitoring for compliance;
•  Maintains and updates procurement templates, SOP's, Project tracker, cost savings reports, and other department tools as needed;
•  Collaborates with staff advising on procurement procedures and managing solicitations and contracts; and
•  All other duties as assigned. Procurement Coordinator II
•  Fully master and perform all responsibilities and tasks outlined in the Procurement Coordinator I job description, demonstrating proficiency and independence in each area.
•  Performs routine procurement work according to generally accepted public procurement principles, best practices, established procedures, departmental guidelines, and regulatory requirements applicable to the work;
•  Prepares complex bid and proposal documents to include all contractual requirements and specifications received from the end user; utilizes the automated procurement system with good judgment and understanding of the commodity codes, to determine vendors from whom to solicit bids and proposals; assignments require critical thinking and independent judgment carried out within the guidelines of established policies and procedures;
•  Monitors the status of assigned contracts with staff to prepare for timely renewals or new solicitations; analyzes requests for price increases and contract extensions; confers with departments regarding specifications and updates when preparing solicitations;
•  Facilitates pre-bid and pre-proposal conferences; conducts public formal bid openings and proposal closings; receives and analyzes bids proposals received for conformance with specifications and other requirements; initiates the approval process and procurement award to the Board and Executive Staff from the department or evaluation committee's recommendation;
•  Conducts review and approval of purchase orders in a timely manner;
•  Serves as primary contact to Toho's departments and outside agencies for the purpose of obtaining purchase order authorization for commodities and services; as primary contact between Toho's departments and vendors/bidders for various commodities and services;
•  Reviews sole source procurement requests to determine if all legal requirements have been met; analyzes quotations received for small procurements;
•  Uses e-procurement platform and financial management software for solicitations, purchase orders and contract management;
•  For Professional Services solicitations under Florida 287.055, ensures that all projects and documents fall within the Consultant's Competitive Negotiation Act (CCNA) guidelines;
•  Collaborates with Toho Water Authority staff advising on procurement procedures and managing solicitations and contracts;
•  Facilitates meetings with staff and vendors to address contract performance issues and creates documentation of results;
•  Ensure Toho's procurement practices fall within compliance guidelines for use of Federal and State Grants, Loans, & etc; and
•  All other duties as assigned. Senior Procurement Coordinator . click apply for full job details