OPS Procurement & Contracts Coordinator

OPS Procurement & Contracts Coordinator -

Requisition No: 871230

Agency:
Division of Emergency Management

Working Title:

OPS Procurement & Contracts Coordinator -

Office of Procurement and Contracts, Florida Division of Emergency Management, located in Tallahassee, FL.

The Florida Division of Emergency Management (FDEM) plans for and responds to both natural and man‑made disasters, including floods, hurricanes, hazards, and nuclear incidents. FDEM serves as the liaison between federal, state, and local agencies, coordinates the State Emergency Response Team (SERT), operates the State Watch Office, and conducts risk assessments and damage surveys to inform emergency declarations and federal relief requests.

This position serves as an OPS Procurement and Contracts Coordinator in the Contract Management Unit of the Office of Procurement & Contracts. Duties include, but are not limited to:

• Assist in preparing and posting formal competitive solicitations (RFPs, ITBs, ITNs) and informal solicitations (RFQs).
• Manage the filing and tracking of all procurement‑related documents.
• Solicit Requests for Quotes from multiple sources (vendors, online, State Term Contracts, etc.).
• Participate in cross‑training initiatives to provide backup support for all staff members within the Office of Procurement and Contracting as necessary.
• Support the drafting and review of contracts, amendments, and task orders, ensuring all necessary documentation is included and compliance with state regulations is upheld.
• Organize and facilitate public meetings, pre‑bid conferences, and public openings, ensuring all proceedings are documented and communicated effectively.
• Assist in creating bid tabulations, reviewing bids for compliance with requirements, and compiling recommendations for contract awards based on assessed responsiveness and responsibility.
• Monitor and ensure adherence to applicable purchasing policies and procedures, providing guidance to staff on best practices related to procurement processes.
• Assist in developing training materials and conduct training sessions for FDEM staff on procurement processes, guidelines, and tools, including the use of procurement software.
• Act as a liaison between departments and vendors, coordinating discussions on procurement needs, addressing technical requirements, and resolving any arising issues or disputes promptly.
• Maintain organized and accurate procurement and contract tracking logs and files, ensuring easy access for team members and leadership.
• Review purchase orders in My Florida Market Place  (MFMP) for accuracy, proper coding, and attached documentation, providing any necessary corrections.
• Conduct research and prepare data reports on procurement activities, project statuses, and contract compliance as needed.
• Assist in the development of scopes of work for complex projects, ensuring alignment with goals and compliance with state expectations.
• Collaborate in planning initiatives aimed at improving procurement and contracting processes, contributing to the enhancement of overall operational efficiency.
• Serve as back up to the FACTS/FFATA Administrator for all processes related to the FACTS/FFATA systems, including but not limited to data entry (batching or manual record entry).
• Perform other duties as assigned.

Employees may be required to work irregular hours, including evenings, weekends, holidays, and at alternate sites. Deployment to emergency sites may be required with limited advance notice.

• Strong organizational skills, attention to detail, and the ability to work collaboratively in a fast‑paced environment.
• Excellent written and verbal communication skills.
• Ability to facilitate partnership(s) between government and private‑sector vendors.
• Ability to motivate others.
• Ability to interpret Florida Statutes and Rules.
• Ability to analyze needs of the Office and work to meet those needs.
• Strong analytical and organizational skills with a high attention to detail.
• Ability to work independently, and to establish work priorities to meet deadlines.
• Proficiency in using computer programs including Microsoft Office Suite.
• Experience in…