Description

JOB DESCRIPTION / SUMMARY

The Procurement Supervisor provides day-to-day leadership, direction, training, coaching, and oversight of assigned Procurement personnel, which may include Buyers, Assistant Subcontract Administrators, Subcontract Administrators, and Senior Subcontract Administrators.

The Procurement Supervisor is a working supervisor responsible for workload coordination, procurement planning, quality assurance, procurement compliance, employee development, and timely execution of procurement activities while maintaining an active procurement and subcontract administration workload the Procurement Supervisor serves as the first line of operational supervision within the Contracts & Procurement Department and works closely with the Senior Contracts Manager, Vice President of Administration, Contracts & Procurement, Project Managers, Program Managers, Accounting, Certified Payroll, subcontractors, suppliers, and other Company personnel.

The position is responsible for ensuring assigned personnel perform procurement activities in accordance with established Company and departmental policies and procedures, contractual requirements, applicable federal requirements, and Management direction.

Supervisory and Management Authority

The Procurement Supervisor has authority to provide day-to-day work direction; assign and balance workloads; establish work priorities and suspense dates consistent with Management direction; review employee work; require correction of deficient work; provide coaching, training, guidance, and performance feedback; and document and report performance, attendance, workload, or conduct concerns.

The Procurement Supervisor does not have independent authority to hire, terminate, suspend, formally discipline, promote, demote, modify compensation, approve other personnel actions, or establish, modify, waive, or grant exceptions to Company or departmental policies and procedures.

Personnel matters requiring formal action shall be promptly elevated to the Vice President of Administration, Contracts & Procurement. Formal personnel actions shall not be initiated or communicated to an employee without appropriate Management authorization.

DUTIES AND RESPONSIBILITIES

Leadership & Personnel Supervision

• Provide day-to-day leadership, mentoring, training, coaching, guidance, and work direction to assigned Procurement personnel.
• Assign, prioritize, and balance workloads based upon project requirements, employee capabilities, procurement schedules, and departmental priorities.
• Conduct regular individual and group workload/status reviews.
• Monitor employee performance, productivity, quality, responsiveness, and compliance with established requirements.
• Provide timely coaching and performance feedback.
• Identify and document performance, attendance, conduct, workload, or training concerns and promptly elevate such matters through the established management chain.
• Assist Management with employee development plans, performance evaluations, and other personnel matters as requested.
• Assist with interviewing and evaluation of employment candidates when requested by Management. Final hiring decisions remain with authorized Management.
• Assist with onboarding and training of new employees.
• Identify individual and departmental training requirements and coordinate recommended corrective or developmental actions with Management.
• Promote professional conduct, accountability, teamwork, consistency, and effective communication within the Procurement Department.

Procurement Operations & Workload Management

• Maintain visibility of procurement actions assigned to personnel under supervision.
• Monitor procurement schedules, priorities, suspense dates, workload requirements, and project requirements.
• Ensure assigned personnel understand and meet established suspense dates and deliverable requirements.
• Identify potential delays, resource constraints, procurement risks, and competing priorities and promptly communicate them to Management.
• Reallocate work within assigned personnel as necessary to meet changing priorities, subject to Management direction.
• Conduct regular procurement status meetings and participate in project and management meetings as required.
• Maintain open communication with Project and Program Managers concerning procurement requirements, schedules, priorities, and risks.

Procurement & Subcontract Administration

• Maintain an active procurement and subcontract administration workload commensurate with departmental requirements.
• Prepare, review, negotiate, and administer Purchase Orders, Subcontracts, Professional Services Agreements, Consulting Agreements, Master Service Agreements, Work Authorizations, Change Orders/Modifications, and related procurement documents.
• Review procurement requests, scopes/statements of work, schedules of values, pricing, terms and conditions, and supporting documentation.
• May conduct and/or review subcontractor and supplier responsibility determinations, qualifications, insurance, bonding, and other required compliance documentation.
• May review price analyses, negotiation memoranda, technical evaluations, award documentation, modifications, and supporting calculations for completeness and accuracy.
• Review subcontractor and supplier redlines and provide recommendations to Management regarding contractual risk, compliance, and acceptability.
• Monitor subcontractor and supplier contractual performance and compliance.
• Coordinate with Project Managers, Accounts Payable, Certified Payroll, and other departments to ensure subcontractor and supplier compliance with contractual requirements.

Review, Approval & Quality Assurance

• Review procurement actions and supporting documentation for quality, completeness, compliance, and accuracy.
• Review and approve procurement actions only within authority specifically established by the current Review & Approval Matrix and applicable approval thresholds.
• Ensure actions requiring Vice President, or other Management review and approval are properly identified and routed.
• Return deficient procurement packages to assigned personnel for correction and provide appropriate guidance.
• Conduct procurement file reviews and quality assurance reviews as assigned.
• Ensure procurement files adequately document procurement history, competition, technical evaluations, price analysis, negotiations, award decisions, subcontractor communications, modifications, and closeout.
• Ensure procurement documentation is maintained in approved Company systems and locations in accordance with document retention requirements.

Subcontract Remedies & Contractual Issues

• Review Letters of Concern, Notices, Cure Notices, Show Cause Notices, Backcharge Notices, Terminations, and other contractual remedies prepared by Procurement personnel.
• Ensure proposed remedies are factually supported, contractually appropriate, and adequately documented.
• Provide recommendations to Management regarding proposed remedies.
• Ensure contractual remedies requiring Management approval are coordinated and approved prior to issuance.
• Elevate significant disputes, claims, performance failures, contractual risks, or potential legal issues through the established management chain.

Policy, Procedure & Continuous Improvement

• Ensure assigned personnel comply with established Company and Procurement Policies, Procedures, SOPs, templates, forms, and Management direction.
• Identify process inefficiencies, compliance concerns, and opportunities for improvement.
• Recommend changes to Procurement Policies, Procedures, SOPs, templates, forms, systems, and training materials to Management.
• Assist Management with development, implementation, and maintenance of approved policies, procedures, systems, forms, templates, and training materials.
• Implement approved process changes and ensure assigned personnel understand and comply with them.
• The Procurement Supervisor shall not independently modify, waive, disregard, or authorize exceptions to established Company or Procurement policies or procedures unless specifically delegated such authority by Management.

PERFORMANCE OBJECTIVES

• Maintain current visibility of assigned Procurement personnel's workload and procurement activities.
• Ensure procurement actions are timely, complete, accurate, properly documented, and compliant.
• Ensure assigned personnel meet established suspense dates and project requirements.
• Identify and elevate potential problems before they materially affect projects or procurement operations.
• Maintain consistent procurement practices and documentation standards across assigned personnel.
• Identify training and performance deficiencies and coordinate corrective or developmental actions with Management.
• Maintain effective communication among Procurement personnel, Management, Project Managers, and other affected departments.
• Support continuous improvement in departmental efficiency, quality, compliance, and operational effectiveness.
• Maintain an appropriate personal procurement workload while effectively performing supervisory responsibilities.

MINIMUM QUALIFICATIONS, SKILLS & EDUCATIONAL REQUIREMENTS

• Minimum five (5) years of progressively responsible procurement and subcontract administration experience, preferably supporting federally funded construction, environmental, professional services, or government contracting projects.
• Minimum three (3) years of demonstrated supervisory, lead-worker, leadership, or mentoring experience.
• Experience with Firm Fixed Price (FFP), Time & Materials (T&M), Cost Reimbursable, IDIQ, and commercial agreements.
• Working knowledge of FAR, DFARS, and federal contracting requirements applicable to procurement and subcontract administration.
• Experience negotiating commercial and government contracts.
• Strong written and oral communication skills.
• Strong organizational, planning, analytical, workload-management, and problem-solving skills.
• Proficiency with Microsoft Office applications and applicable Company procurement/project-management systems.
• Ability to exercise sound independent judgment within established authority and recognize when matters require Management review or approval.