SFE- 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.

Essential Job Functions
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:

Technical Competencies
The Procurement Administrator applies professional procurement knowledge and technical expertise to ensure procurement activities are conducted in compliance with state law and City policy while supporting operational needs.

• 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.

Human Competencies
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.

Conceptual Competencies
The Procurement Administrator exercises sound judgment and strategic thinking to support the City’s procurement goals and operational priorities.

• Provides strategic guidance to departments regarding procurement strategies and purchasing approaches that support best value for the City.
• Interprets procurement laws, regulations, and policies and applies them to complex purchasing situations.
• Identifies opportunities to improve procurement processes, strengthen vendor management practices, and enhance contract administration.
• Anticipates upcoming procurement needs and collaborates with departments to plan solicitations and procurement timelines.
• Supports procurement planning and Council agenda preparation related to contracts and solicitations.
• Contributes to the overall effectiveness and efficiency of the Strategic Financial Engagement Department by undertaking additional tasks and initiatives as needed.

Opportunity Description
To view the full scope of this opportunity, including essential job functions, CLICK HERE.Experience Required

• Bachelor’s degree in a closely related field is required, or a combination of education and experience may be considered. Five (5) years of related governmental procurement experience may be substituted for a degree.
• Required certifications:
  • State certification such as a
    • Certified Texas Contract Developer (CTCD) and/or
    • Certified Texas Contract Manager (CTCM)
  • The ability to obtain Procurement certification is required - such as a
    • NIGP-CPP certification preferred. If not currently held, must be obtained within 24 months of meeting eligibility requirements.
    • Certified Professional Public Buyer (CPPB) – TBD based on years of experience, other certifications, and coursework needed to sit for the exam.
• Experience with Microsoft Office products.
• Experience with state, municipal, or other governmental entity procurement processes and contract law.

Knowledge/Skills/Abilities
The Procurement Specialist position requires knowledge of the following:

• State and local statutes governing procurement processes (e.g., Texas Local Government Code Chapter 252 and related regulations).
• Public procurement methods, including competitive solicitations, cooperative purchasing, and contract administration practices.
• Economic trends and market conditions that may impact the City’s procurement activities.
• Government procurement systems and financial management systems, such as Tyler-Munis.