Overview

The Contracts & Procurement Manager oversees the organization’s contract, procurement, registration, and insurance administration processes. This role ensures accurate documentation, timely execution, and compliance with organizational policies, contractual obligations, and applicable regulatory and funder requirements while serving as a key resource to Finance and organizational leaders.

Responsibilities

Contract & Procurement Management

• Manage the contract lifecycle, including preparation, review coordination, approvals, execution, renewals, amendments, and recordkeeping.
• Administer procurement activities in accordance with organizational policies and applicable federal, regulatory, and funder requirements.
• Coordinate RFPs, RFQs, competitive bidding, vendor evaluation, selection, awards, and onboarding.
• Advise teams on procurement methods, thresholds, required approvals, and documentation.
• Track contract terms, deliverables, payment requirements, renewals, amendments, and key deadlines.
• Maintain standardized contract and procurement templates, records, procedures, and workflows.
• Coordinate with contract owners and vendors to resolve documentation, performance, and contractual issues.
• Escalate contractual or procurement matters requiring legal, accounting, tax, or executive review.
• Provide administrative and documentation support for contracts requiring Chief Operating Officer review and approval.

Compliance, Registration & Insurance Administration

• Maintain required business, tax, foreign entity, charitable, and other registrations in jurisdictions where the organization operates.
• Coordinate registrations and filings associated with organizational expansion into new states or jurisdictions.
• Track registration, filing, reporting, and renewal requirements and ensure timely completion.
• Coordinate required organizational insurance coverage, renewals, and certificates of insurance.
• Maintain accurate records of insurance policies, certificates, renewals, claims information, registrations, filings, and related correspondence.
• Partner with internal teams, registered agents, brokers, carriers, payroll providers, and external advisors to meet regulatory and filing requirements.
• Research federal regulations, Uniform Guidance, award requirements, and other authoritative sources affecting contracts, procurement, documentation, and Finance operations.
• Monitor regulatory and contractual changes and communicate relevant requirements to organizational stakeholders.

Financial Coordination, Controls & Operational Support

• Review contracts, purchase agreements, statements of work, and amendments for payment terms, pricing, deliverables, renewals, and invoicing requirements.
• Partner with Accounts Payable to ensure payments, deposits, recurring charges, credits, and invoices align with executed agreements.
• Research and resolve discrepancies between invoices, contractual terms, approvals, and supporting documentation.
• Coordinate with vendors and internal stakeholders to obtain missing documentation or clarify contractual and payment requirements.
• Maintain documentation connecting contracts, amendments, approvals, deliverables, and invoices.
• Escalate payments or transactions that conflict with contractual terms, lack appropriate documentation, or require additional approval.
• Support Accounts Payable reconciliations and year-end activities by providing required contract documentation.
• Identify opportunities to strengthen internal controls, documentation, workflows, and operational efficiency.
• Develop tools, templates, procedures, and reference materials that improve contract and procurement administration.
• Provide contract, procurement, compliance, and Finance operational support as assigned.

Qualifications

Minimum Education

• Bachelor’s degree in business administration, finance, accounting, contract management, procurement, or a related field; or an equivalent combination of education and relevant work experience.

Minimum Experience

• Three to five years of experience in contract administration, procurement, finance operations, or a related field.
• Experience managing contracts, competitive bids, RFPs, vendors, and associated documentation.
• Working knowledge of accounts payable, business registrations, insurance administration, and basic accounting concepts.
• Experience researching and interpreting contractual, regulatory, or federal requirements.
• Familiarity with federal procurement requirements, Uniform Guidance, or federally funded programs preferred.
• Strong analytical, research, negotiation, written communication, and problem-solving skills.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Ability to interpret financial, technical, regulatory, and contractual requirements and communicate them clearly to stakeholders.
• Sound judgment in determining when matters require escalation to legal counsel, accounting or tax professionals, management, or executive leadership
• Ability to work independently and collaboratively while appropriately handling confidential information.

Physical Requirements

 

This position requires the ability to:

• Travel to various states as needed to support and guide Executive Directors and regional teams or to represent the organization
• Communicate effectively with people/groups in multiple settings within and outside the organization
• Effectively utilize existing and emerging technology to achieve required results
• Transporting of moderately heavy objects up to 25 pounds