Procurement and Contract Coordinator

Procurement and Contract Coordinator

  • Full Time
  • Boston

Website Metropolitan Area Planning Council

The Metropolitan Area Planning Council (MAPC), the regional planning agency for Metro Boston, seeks a Procurement and Contract Coordinator (hereafter, Coordinator). This individual must be a computer savvy, organized professional with effective communication skills who has solid procurement services experience and has exercised considerable independent judgment in past positions. Duties involve complex and specialized work in managing contracts with vendors who provide a variety of goods and services for cities and towns in Greater Boston and across New England.  The position will also support procurement and contract activities for federal emergency response grants administered by MAPC

About MAPC
MAPC is the Regional Planning Agency (RPA) serving the people who live and work in metropolitan Boston. Our strategic priorities are sustainable development, regional collaboration, and fostering an equitable and resilient region.  We are guided by our regional plan, MetroCommon2050: Shaping the Region Together. MAPC’s staff includes approximately 100 full-time employees located in downtown Boston in a transit-accessible and bike-friendly office.

The MAPC office has fully reopened.  MAPC staff will be expected to come into the office at least two days per week, on average.

MAPC strongly supports the professional development of each and every staff person, believing their growth to be consistent with the best interests of MAPC and the region. We encourage all our staff to develop new ideas to make MAPC’s planning and policy work more relevant and impactful, and to adapt to changing times.
This is an opportunity to work in a dynamic, interdisciplinary, and innovative environment with professionals who are committed to building a more sustainable and equitable future for everyone who lives and works in Greater Boston. For more information about MAPC or MetroCommon2050, please visit www.mapc.org 

About the Municipal Collaboration Department
The Municipal Collaboration Department specializes in assisting local governments, public coalitions, and professional associations in establishing and sustaining success through collaborative ventures. One of the Department’s core functions is the establishment and management of collective purchasing contracts for a range of products critical to municipal functions. The Department administers contracts for public safety and public works vehicles and equipment used by cities and towns throughout New England; has procured a range of transportation and mobility devices and services and food for school districts; and manages all procurement activities for the State of Massachusetts’ federal Homeland Security program and a Health and Medical Preparedness grant for Northeastern Massachusetts. Procurements that support the agency’s mission of smart growth and regional collaboration are always a priority.  These activities make it easier and more affordable for communities to purchase these vital goods, trusting that MAPC will get the procurements done in their interest and in compliance with all relevant laws and regulations. Managing such a diverse range of contracts requires considerable oversight, not least in with a focus on ensuring vendors meet their obligations to report accurately and provide city and town purchasers good value.

Responsibilities (including but not limited to) 

  • Master and manage our internal procurement database so we can track sales under our contracts and ensure timely invoicing and payment by vendors under contract;
  • Keep track of all contract expiration and renewal dates and ensure that contracts are extended or rebid well before deadlines;
  • Provide guidance and communicate purchasing policies and procedures to all stakeholders;
  • Determine the appropriate method of solicitation in accordance with applicable laws and best practices;
  • Develop procurement documents, review, edit, and format specifications and scopes of services, and
  • coordinate any required reviews and addendums to ensure consistency and accountability;
  • Identify potential vendors, using various sources, to ensure adequate competition and prepare and
  • coordinate solicitation notices such as legal notices, website postings, etc.;
  • Serve as the point of contact for inquires and guidance for vendors on certain contracts as assigned;
  • Maintain accurate records of all solicitations, responses and processes;
  • Review bids and proposals for responsiveness to minimum procurement requirements; and
  • Develop contracts, purchase orders, and other documents, as required.
     

Qualifications

Candidates should have a Bachelor’s degree in business administration, finance, public administration, procurement or related fields OR an Associate’s degree and at least two years of relevant work experience OR four years of relevant work experience.

Successful candidates for this position will demonstrate all or most of the following:
•    Aptitude for databases and reporting and tracking tools;
•    Ability to proactively set priorities and multi-task without compromising attention to detail;
•    Prior experience in procurement and contract administration;
•    Excellent organizational and project management skills;
•    Strong analytical and problem-solving skills;
•    Ability to develop and maintain public/private partnerships, manage vendor relationships;
•    Ability to work within a team environment, as well as independently;
•    Excellent communication skills (written and verbal);
•    Ability to work with a wide variety of stakeholders, including people from a range of backgrounds; from both urban, suburban and rural communities, and with equity as a goal;
•    Ability to lead productive multi-discipline meetings;
•    A professional demeanor and a positive “can do” attitude, with high customer service standards; and
•    Advanced computer skills including working with MS Word, MS Excel and MS Outlook.

Per MAPC COVID-19 Vaccine Policy, the selected candidate is required to be up-to-date with COVID-19 vaccinations, as defined by the CDC, by the agreed upon start date. See COVID-19 Vaccine Booster Shots | CDC.

Compensation and Benefits
This is a full-time, exempt position with an excellent state employee benefits package. Starting salary will range from $57,000 to $67,000 depending on qualifications and experience. MAPC offers excellent Massachusetts state employee benefits as well as a flexible, supportive, and family friendly work environment and a commitment to ongoing professional development. 

How to Apply
Apply online at www.mapc.org/jobs. The position is open until filled, and applications are reviewed on a rolling basis. Interested candidates should submit a cover letter and resume. Candidates selected to interview will be asked to submit three (3) references plus a sample of relevant writing or work product. Candidates must have legal authorization to work in the USA and a valid driver’s license and/or the ability to arrange transportation to meetings in different parts of the region. MAPC participates in E-Verify, which is a federal program that helps us to determine work eligibility in the United States.

MAPC is an Equal Opportunity and Affirmative Action Employer. We believe that a staff with a range of perspectives, experiences, and skillsets strengthens our work. We are committed to building a more equitable workplace that allows staff with diverse backgrounds and identities to thrive, grow, and lead. For more information on MAPC’s culture of equity, see our  Equity at MAPC page

To apply for this job email your details to hr@mapc.org

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