Contract Administrator I (Contract Management/Vendor Relations)
1199SEIU Family of Funds - New York, NY

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Responsibilities
  • Administer existing and negotiate new contracts with vendors for various goods and services at the 1199SEIU Funds
  • Partner with Legal Operations Division to understand terms and conditions of contracts and purchase policies as required; receive and review approved contracts; identify frequently used goods or services that require contract;
  • Review contract proposals to ensure they meet business unit requirements and Fund guidelines; write, correct and clarify specifications for the Materials Management department and scope of work with business units
  • Recommend purchase order types for approved contracts; lead annual Contract Purchase Agreement (CPA) process, compile data and prepare requests for quotes (RFQ), request for proposals (RFP) and bids
  • Develop negotiation strategies and conduct transactions with vendors; requests or approve amendments or extensions
  • Appropriately archive and maintain all supplier contracts, identify duplicates, updates and audits; enter vendor information in Financial and Procurement System (Oracle)
  • Create and maintain vendor price lists, monitor credit status on key vendor accounts and work closely with Accounts Payable department for reconciliations of purchase orders or invoices and payment process; reconcile spend patterns for assigned budgets, run reports to find cost improvement opportunities, and actively participate in all purchasing financial close activities
  • Develop, examine and track vendor performance metrics; review forecasts, negotiate and adjust delivery schedules before critical stages, coordinate and issue corrective action plans on delinquent deliveries, determine root causes of quality problems and assist in mediating contract disputes
  • Respond to various inquiries from business units and provide guidance on procurement methods, strategies, contract administration issues, requisitions, purchase order status, returns and invoice discrepancies
  • Perform additional duties and projects as assigned by management
Qualifications
  • Bachelor’s degree in Business Administration, Operations Management, Materials Management, Supply Chain Management or equivalent years of experience required; plus
  • Minimum two (2) years experience as a contract administrator, contract management, or vendor management in an Office Services environment required
  • Extensive hands-on experience with Procure-to-Pay, Materials Requirement Planning (MRP) and enterprise systems (Oracle); Proficient in Microsoft Excel, Word, Power Point
  • Thorough knowledge of purchasing concepts, practices and procedures; understanding of request for quote (RFQ), request for proposal (RFP) and bidding processes, contract and service level agreement (SLA) development, negotiation and approval processes
  • Organized, with strong attention to details, customer service oriented and able to manage complexity and multiple tasks; strong vendor relations skills and negotiation skills
  • Excellent business ethic standards and able to work well with vendors and internal customers in a friendly and professional manner; good verbal and written communication skills
  • Ability to write reports, business correspondence, and procedure manuals
  • Must meet performance standards including attendance and punctuality

1199SEIU Family of Funds - 2 years ago - save job