Sourcing Analyst

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Date:
Oct 13, 2025

Reporting to the Director of Project Management in the Facilities Management Department, the Sourcing Analyst is primarily responsible for the following:

• Preparation and coordination of design and construction contracts and related documents for the Office of Project Management, Office of Planning and Design, and Utility and Engineering Services
• Supporting the bidding and procurement processes
• Administrating the e-Builder project management system
• Administrative Assistance
• Other general tasks as needed

• Bidding and Contracting Support - Primary responsibilities include the processing, review, tracking and filing of professional service agreements, architect/engineer agreements, master service agreements, work orders, additional service requests, construction management agreements, construction services agreements, purchase order agreements, cost events, change orders, and insurance renewal processes in a timely manner and in accordance with procedures.
• Contract Coordination
• Track and maintain timely contract processing through the e-Builder project management system, along with utilizing logs and other reports as needed.
• Provide support to fellow departmental personnel (Project Managers, Capital Accountants, Auditors, General Counsel, etc.) on contract issues.
• Interact with designers, contractors, and other vendors on contract issues such as insurance certificates, lien waivers, bond certificates, etc.
• Ensure compliance with Duke legal contract forms, proper routing of documents and validity of signatures, and compliance with procurement policies and procedures.
• Obtain and track the lien agent process.
• Determine methods to improve the review of proposals, invoices and change orders against the contract terms and conditions.

Maintain contractor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information includes previous bid activity, bid lists, bid amounts, and awards. Assist Project Managers in the preparation of bid lists by confirming that vendors are prequalified for the proposed type of work and contract value.

• Professional Services Contracting Support – Maintain vendor data within e-Builder system, including collection and reporting on historical data to allow planning for future opportunities. Information to include previous proposal activity, lists, amounts, and contract awards. Assist Project Managers to plan future procurement lists and distribution of contracting and design opportunities.
• Master Service Agreements and Work Orders – Assist with the administration and contracting of master service agreement for consultants and contractors, and issuing the associated work orders.
• Manage the Contractor and Consultant Prequalification Process – Respond to new requests, organize and verify new applications are complete, submit new applications for review and approval by the Director, track renewal requirements, and issue notices of status.
• Capital Project Management Process Support
• e-Builder Administration – Utilize system capabilities to enhance contract processing efficiency. Train Facilities staff on use of system. Assist Project Managers as needed, and review data entered by others for completeness and accuracy. Participate in e-Builder team meetings to develop further process improvements. Create and run reports.
• Initiate capital projects in the e-Builder system.
• Develop and update procedures manual for contracting and identify potential process enhancements.
• Project Closeout Support – Assist Project Managers as needed and as time allows with obtaining closeout information and documentation (warranties, manuals, drawings, invoices, etc.), and distributing this information to Operations, Accounting, etc.
• Process Enhancements Support - maintain document control procedures for electronic changes to standard contracts. Maintain electronic contract document storage within such systems as e-Builder and the shared drives.
• Capital Project Management Manual – Assist in the periodic review and editing of…