Sfe- Procurement Administrator

Procurement Administrator

The City of Coppell Procurement Administrator serves as a strategic advisor and knowledge resource for departments in acquiring goods and services in support of the City's vision to create "A Family Community for a Lifetime." The position partners closely with departments to understand operational needs and provide guidance throughout the procurement process, including facilitating scope-of-work development, coordinating solicitations, and identifying appropriate procurement strategies.

This role builds and maintains strong working relationships with internal departments, vendors, and stakeholders through clear communication, responsiveness, and collaborative problem-solving. The Procurement Administrator provides expertise in procurement methods, contract development, cooperative purchasing opportunities, and vendor management while ensuring activities are conducted in compliance with state law and City policy. By combining technical procurement knowledge with strong communication and partnership, the position helps departments navigate procurement requirements and supports the City in achieving best total solution in its purchasing decisions.

The Procurement Administrator performs professional procurement and contract administration services for the City and serves as a trusted advisor to departments on procurement processes and strategies. Responsibilities include the following competencies:

• Collaborates with departments to develop solicitation documents for Requests for Bids, Proposals, Qualifications, and other procurement methods.
• Facilitates scope-of-work development with department staff to ensure clear, competitive, and legally compliant solicitations. Coordinates bidding timelines and manages the placement of bids on the City’s third‑party bidding platform.
• Conducts Pre‑Bid meetings and Bid Openings virtually and in person, including site meetings when required.
• Reviews and approves requisitions in Munis with attention to detail regarding City procurement policies, state statutes, and required documentation.
• Maintains the City’s goods and services contracts and associated timelines and collaborates with departments as contract modifications or renewals are needed.
• Maintains vendor compliance documentation, including Certificates of Insurance and other required procurement records.
• Coordinates surplus goods auction activities for departments with third‑party auction service providers.
• Serves as administrator for the City’s purchasing card program, including cardholder setup, transaction assistance, and reconciliation support.
• Makes recommendations regarding procurement methods that are in the best interest of the City, including cooperative purchasing, informal quotations, or formal solicitation processes.
• Conducts market research and evaluates cooperative purchasing opportunities to support effective procurement decisions.
• Supports continuous improvement of procurement systems, processes, and tools to enhance efficiency and transparency.

The Procurement Administrator builds and maintains strong relationships with internal departments, vendors, and stakeholders while providing responsive service and clear communication.

• Serves as a liaison between vendors and internal customers to facilitate communication, resolve issues, and support effective vendor relationships.
• Provides guidance and advisory support to departments navigating procurement requirements and processes.
• Trains employees on the use of Munis for purchasing activities, including requisition entry, purchase order processing, and accessing vendor information.
• Develops and delivers procurement education and training to departments to improve understanding of procurement policies and procedures.
• Models Coppell’s Core Competencies and champions Coppell’s organizational culture.
• Serves as team lead for Procurement Services by training, directing, and assigning work to staff within the Procurement Services function to accomplish departmental and organizational goals.
• Maintains a collaborative, service‑oriented approach when assisting departments in meeting operational needs.