Government Contracting Assistant

Job Summary:

The Government Procurement Assistant supports the Procurement Department in acquiring goods and services for government operations. This role focuses on bid search and proposal support, managing procurement processes, maintaining records, ensuring compliance with regulations, and providing administrative support to the Procurement Manager.

Key Responsibilities:

• Bid Search and Proposal Support:
• Conduct searches for relevant bids and procurement opportunities using various platforms and resources.
• Assist in the preparation and submission of proposals, ensuring all documentation meets the required standards and deadlines.
• Coordinate with internal stakeholders to gather necessary information and input for proposal development.
• Maintain a calendar of bid and proposal deadlines, ensuring timely submissions.
• Procurement Processes:
• Assist in the preparation and processing of procurement documents such as purchase orders, requests for proposals (RFPs), and contract agreements.
• Review and verify requisition requests for completeness and compliance with procurement policies.
• Coordinate with suppliers and vendors to obtain product information, pricing, and availability.
• Vendor Management:
• Maintain an up-to-date vendor database and ensure all vendor information is accurate and complete.
• Communicate with vendors regarding order status, delivery schedules, and any issues that arise.
• Compliance and Documentation:
• Ensure all procurement activities comply with government regulations and policies.
• Maintain accurate records of all procurement transactions, contracts, and correspondence.
• Assist in the preparation of reports and documentation for audits and reviews.
• Administrative Support:
• Provide administrative support to the Procurement Manager and team, including scheduling meetings, preparing agendas, and taking minutes.
• Handle routine inquiries and correspondence related to procurement activities.
• Financial Management:
• Assist in the tracking of procurement budgets and expenditures.
• Ensure timely processing of invoices and payments to vendors.

Qualifications:

• Education:
• High school diploma or equivalent; Associate’s or Bachelor’s degree in Business Administration, Public Administration, or a related field preferred.
• Experience:
• Minimum of 2 years of experience in procurement, purchasing, or a related administrative role.
• Experience in government procurement is highly desirable.
• Skills:
• Strong understanding of procurement processes and regulations.
• Excellent organizational and time management skills.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong communication and interpersonal skills.
• Ability to handle sensitive information with confidentiality and professionalism.
• Familiarity with bid search platforms and proposal submission processes.

Competencies:

• Attention to Detail: Ensures all aspects of procurement processes are accurately completed.
• Analytical Skills: Ability to analyze procurement data and identify trends and discrepancies.
• Problem-Solving: Effectively addresses issues and finds solutions in procurement processes.
• Team Collaboration: Works well within a team and communicates effectively with colleagues and vendors.
• Initiative: Proactively seeks out bid opportunities and takes ownership of proposal processes.