Procurement Project Manager

This position is responsible for developing and administering competitive solicitations, evaluating bids and proposals, managing procurement documentation, supporting contract administration, maintaining vendor data, monitoring compliance, and ensuring procurement activities follow applicable federal, state, and local requirements. The ideal candidate has hands-on experience with RFPs, RFQs, IFBs, bid evaluations, vendor selection, purchase orders, contract files, public procurement regulations, and vendor management .

We are seeking an experienced Procurement Project Manager to manage procurement activities for construction services, professional services, commodities, and operational supplies.

This position is responsible for developing and administering competitive solicitations, evaluating bids and proposals, managing procurement documentation, supporting contract administration, maintaining vendor data, monitoring compliance, and ensuring procurement activities follow applicable federal, state, and local requirements.

The ideal candidate has hands-on experience with RFPs, RFQs, IFBs, bid evaluations, vendor selection, purchase orders, contract files, public procurement regulations, and vendor management.

This position requires strong judgment, analytical ability, organization, and the ability to independently manage multiple procurements from initial request through award and contract administration.

Key Responsibilities

Procurement & Solicitation Management

• Manage procurement activities for construction, professional services, commodities, supplies, and other organizational needs.
• Determine the appropriate procurement method based on scope, value, funding source, and applicable requirements.
• Develop and issue competitive solicitations, including:
  • Requests for Proposals (RFP)
  • Requests for Qualifications (RFQ)
  • Invitations for Bid (IFB)
  • Informal quotes and other procurement methods
• Work with internal departments to develop clear scopes of work, technical specifications, evaluation criteria, and procurement requirements.
• Review procurement requests for completeness, accuracy, and compliance before solicitation.
• Manage procurement schedules and ensure milestones are completed on time.

Bid & Proposal Evaluation

• Coordinate and facilitate:
  • Pre-bid meetings
  • Pre-proposal meetings
  • Bid openings
  • Evaluation committee meetings
  • Vendor presentations
• Analyze bids, proposals, pricing, qualifications, and responsiveness.
• Determine whether vendors meet applicable responsibility and selection requirements.
• Prepare procurement analyses and award recommendations.
• Conduct vendor reference checks and other required due-diligence reviews.
• Perform debarment, ownership disclosure, registration, and good-standing verification when required.
• Maintain complete documentation supporting vendor selection and procurement decisions.

Contract & Purchase Order Administration

• Prepare and process purchase orders and procurement documentation.
• Maintain accurate procurement and contract files.
• Track contract status, procurement milestones, renewals, and required documentation.
• Coordinate contract documentation with internal departments and vendors.
• Review invoices and supporting documentation for payment processing.
• Assist with contract modifications, amendments, extensions, and related procurement actions.
• Maintain accurate electronic and physical contract records.
• Ensure confidential and sensitive procurement information is appropriately protected.

Vendor Management

• Maintain accurate vendor records and procurement databases.
• Assist vendors with registration, procurement systems, solicitation requirements, and procurement procedures.
• Research potential vendors and sources of supply.
• Conduct market research for requested commodities and services.
• Resolve vendor and internal-department concerns involving:
  • Pricing
  • Delivery
  • Service
  • Contract performance
  • Procurement requirements
• Prepare professional correspondence to vendors regarding procurement matters.
• Conduct vendor outreach and participate in vendor fairs, workshops, and informational sessions.

Procurement Compliance

• Ensure procurement activities comply with applicable federal, state, and local procurement laws, regulations, policies, and procedures.
• Maintain appropriate documentation to support audits and regulatory reviews.
• Monitor procurement and vendor compliance requirements.
• Assist with implementing and updating procurement policies, procedures, and internal controls.
• Perform required vendor eligibility and compliance checks.
• Support internal and external procurement audits.
• Research regulatory and procurement requirements as necessary.

Procurement Reporting & Data Analysis

• Maintain procurement, compliance, vendor, and contract data within departmental systems.
• Track annual purchasing plans and procurement activity.
• Develop reports on:
  • Procurement status
  • Solicitation activity
  • Vendor participation
  • Contract awards
  • Purchasing activity
  • Compliance
  • Department performance
• Analyze procurement data and identify trends, risks, delays, and process-improvement opportunities.
• Maintain accurate procurement dashboards and tracking tools.
• Prepare status reports for management.

Budget & Administrative Support

• Monitor procurement-related budgets and expenditures.
• Assist with budget preparation and revisions.
• Process purchase requisitions and invoices.
• Prepare procurement materials for executive or board-level review when required.
• Research and respond to internal and external procurement requests.
• Assist with public-record or information requests related to procurement activities.
• Coordinate solicitation advertisements and public notices.
• Prepare departmental reports, meeting materials, and procurement documentation.

Process Improvement

• Review procurement processes and recommend improvements to efficiency, compliance, and vendor experience.
• Assist with the development and implementation of procurement policies and Standard Operating Procedures.
• Support procurement technology and system improvements.
• Train internal staff and vendors on procurement processes and systems.
• Identify opportunities to improve procurement tracking, reporting, and contract administration.

Required Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Procurement, Finance, Public Administration, or a related field.
• Minimum of 3 years of professional procurement, purchasing, sourcing, or contracting experience.
• Experience procuring one or more of the following:
  • Construction services
  • Professional services
  • Commodities
  • Supplies
• Hands-on experience developing and administering RFPs, RFQs, and/or IFBs.
• Experience evaluating bids and proposals.
• Strong knowledge of procurement methods, terminology, and contract-administration practices.
• Experience working with vendors and internal stakeholders throughout the procurement lifecycle.
• Strong analytical, research, and problem-solving skills.
• Ability to manage multiple procurements and deadlines simultaneously.
• Strong written and verbal communication skills.
• Proficiency with Microsoft Word, Excel, PowerPoint, and procurement or ERP systems.

Preferred Qualifications

• Experience with public-sector, municipal, government, housing, education, transportation, or other regulated procurement environments.
• Experience procuring construction and professional services.
• Experience with federally funded procurement requirements.
• Experience with vendor compliance and debarment verification.
• Experience managing formal competitive solicitations.
• Experience with procurement reporting and data analysis.
• Knowledge of public records and procurement transparency requirements.
• Procurement or purchasing certification such as:
  • CPPB
  • CPPO
  • NIGP-CPP
  • CPSM
  • CPSD
  • Other recognized procurement certification

Knowledge, Skills & Competencies

Successful candidates should demonstrate:

• Strong knowledge of procurement and contracting practices.
• Ability to develop clear scopes of work and solicitation documents.
• Strong bid and proposal evaluation skills.
• Ability to analyze pricing and vendor qualifications.
• Strong contract-documentation and recordkeeping skills.
• Ability to interpret procurement policies, regulations, and procedures.
• Sound business judgment and professional discretion.
• Strong vendor-management and customer-service skills.
• Excellent organization and attention to detail.
• Ability to work independently and take ownership of complex procurements.
• Strong meeting facilitation and negotiation skills.
• Ability to work effectively with operations, finance, legal, construction, vendors, and executive leadership.
• Ability to perform effectively in a deadline-driven environment.