Our client is seeking a Contract Acquisition Specialist to Join their team in Portland, OR. This position will provide day-to-day support to Contracting Officers (COs) with documentation, draft and preparation for solicitations, contracts and master contract releases, assist with market research and interface with internal clients on statement of work and project timeline questions and clarifications, as well as external vendors on questions related to the internal stablished procurement process. This position will gather / collect / receive, organize, monitor and track multiple procurement actions, documents and contracts and releases on behalf, in support and under the guidance of one of the group’s Cos. A valid U.S. Driver’s License is required and up to 5% travel for training and meetings is possible.
Contract Acquisition Specialist Responsibilities
Gather, review, draft and/or edit contract documents, including the Document of Award Decision (DAD).
Research legal, contract information, company information, etc.
Draft communication / letters (e.g. correspondence to vendors, internal email etc.).
Provide assistance on drafting solicitation documentation for review and approval by CO.
Assist in developing blanket purchase agreement/task order documents to include: Data Entry and validation of contract information, creating PDF files of agreement/task orders by combining signature page with additional information pages, schedule of prices, terms and conditions, statement of work. Proof documents and validate accuracy of documents.
Assist in Contract close out documentation by coordinating between the vendor, end user, and the COR, validating all services are complete and all invoices have been received/paid. Submit to the CO a close-out checklist.
Perform price analysis and make recommendations based upon that analysis.
Provide assistance in developing statements of work (SOWs).
Conduct market research as requested or directed.
As requested, assist COs, Contracting Officer’s Representatives (CORs), managers and clients across in procurement planning activities such as suggesting purchase methods, identifying potential contract types, and assisting in risk identification.
Assist the Contracting Officer (CO) with contractor and client meetings which includes:
Making meeting room and time arrangements.
Sending out meeting invites.
Rescheduling as necessary/.
Compiling any necessary background materials.
Taking, transcribing, and distributing meeting notes, etc.
Issue solicitation packages as directed by CO.
Process award decisions per established procedure and as directed by CO.
Review (not inspect) Contractor performance and provide information / recommendation to CO.
Use skill set to provide cross training to the team as requested by manager. Training is OTJ via one-on one sessions or participation in group brown-bag sessions. Training, both giving and receiving will be limited to the individual execution of specific processes, documentation requirements and use of systems.
Develop / draft and recommend methods, approaches and best practices to achieve procedural and process consistency for the group, specifically for training purposes. This activity may include observing different work streams that could be made more efficient, encouraging the use of templates, and standardization of documentation. Assist with the implementation of management approved recommendations, including input into change management approach and plans. This includes execution and use of new process/templates as well as communicating new requirements or processes to internal business partners.
Respond to customer requests by gathering and providing information on established contract and solicitation processes.
Take, transcribe, draft and distribute and file (as appropriate) meeting notes for team(s), the group and contracting officers (COs), assisting in documenting discussions and decisions.
Attend meetings as needed, create real time documents and meeting notes based on direction from the team, including any follow-up action items for team members and vendors; distribute approved meeting notes as requested. May require tracking action items for completion, alerting the manager or CO of any delays, issues or concerns.
Participate in the improvement process by drafting and recommending new or revised procedures, processes and practices for management consideration; assist with implementation of management approved improvement initiatives. This includes execution and use of new process/templates as well as communicating new requirements or processes to internal business partners.
As requested, serve as back-up for COAs across the organization, performing tasks of similar size and scope as those listed above.
Contract Acquisition Specialist Qualifications
A Bachelor’s degree with a major in any field is preferred; a bachelor’s degree in Supply and Logistics Management is highly preferred.
With a bachelor’s degree: 2-4 years directly related Service procurement and/or Financial Assistance experience is required.
Without a bachelor’s degree:
3 – 5 years of directly-related Service procurement and/or Financial Assistance experience is required.
24 semester hours in any combination of the following fields: accounting, business, finance, law, contracts, purchasing, economics, industrial management, marketing, quantitative methods, or organization and management is required. (Resume content must validate minimum 24 semester hours in the fields listed to qualify for this position – see following “Note”).
Note: resume must include a list of the specific classes being claimed as "qualifying", including a list of specific semester hours for each class and the name of the education institution where the classes were taken (for example: Courses taken at Washington State University: Accounting 101 - 3 semester hours; Accounting 102 - 3 semester hours, etc.). Please provide a crosswalk or reference in the education/experience portion of the qualifications matrix that points back to the coursework info provided in the resume.
Experience will include a minimum combination of directly related experience, on-the-job training, and/or vocational training. Experience should be consistent with the specific requirements of procurement of services, material and/or inventory management.
Required Technical Skills & Experience
Professional, IT Services or Financial Assistance procurement experience.
Preferred Skills & Experience
Procurement for professional services with an emphasis in federal procurement (the Federal Acquisition Regulations or FAR) and/or other public sector procurement.
Energy/utility industry experience.
Demonstrated editing and proofreading skills with attention to detail and accuracy.
Experience with Federal Grants & Agreements (2CFR200 and/or BFAI) – administering or drafting.
Benefits are available to eligible VanderHouwen contractors and include coverage for medical, dental, vision, life insurance, short and long term disability, and matching 401k.
VanderHouwen is an award-winning, Women-Owned, WBENC certified professional staffing firm. Founded in 1987, VanderHouwen has been successfully placing experienced professionals throughout the Pacific Northwest and nationwide. Our recruitment teams are highly specialized in either Technology and IT, Engineering, or Accounting and Finance career markets. Our recruiters value building meaningful, professional relationships with each candidate as well as developing honed knowledge of companies' staffing needs and workplaces. Partner with us to land your next exciting career.
VanderHouwen is an Equal Opportunity Employer and participates in E-Verify. VanderHouwen does not discriminate on the basis of race, color, religion, sex, national origin, age, disability, or any other characteristic protected by applicable local, state or federal civil rights laws.