Procurement/Contract Manager

Salary Range: $115,000 - $125,000

Benefit Package: PLTO offers an excellent compensation and benefits package (Medical, Dental, 401(k) retirement, vacation, holiday and sick pay, etc.)

General Description:

Under the supervision of the Director of Finance and Administration, the Contract Manager/Buyer is responsible for directing all purchases including record keeping, compliance with procedures, and management of supplier relations. Executes purchase orders for procurement of all required goods and services. Oversee the implementation and monitoring of all contracted services. Will assist management in improving contract management issues. This position ensures cost-effective purchasing while maintaining quality and adherence to organizational policies and legal requirements. The Contract Manager/Buyer collaborates with internal departments to identify needs, evaluate suppliers, negotiate terms, and manage contracts throughout their lifecycle to achieve maximum value and efficiency.

Responsibilities/Essential Functions:

Procurement & Purchasing:

• Collaborate with internal stakeholders to identify procurement needs and technical specifications.
• Conduct market research to identify potential suppliers and evaluate their pricing, capabilities, and product quality.
• Solicit and evaluate proposals for requested commodities and services.
• Research commodity availability, compare supplier options, and recommend procurement solutions to management.
• Prepare and issue purchase orders, change notices, and verify total costs of purchased items.
• Review and manage procurements related to organizational procurement plans.
• Analyze market and delivery conditions to determine material availability and prepare market analysis reports.
• Review purchase order claims and contracts for conformance to company policy.
• Negotiate favorable pricing, contract terms, and service levels with vendors and suppliers.
• Maintain accurate records of all purchase orders, warranties, and procurement-related documentation.
• Comply with MBE (Minority Business Enterprise) and DBE (Disadvantaged Business Enterprise) goals.

Contract Management:

• Draft, review, and negotiate contracts, ensuring alignment with organizational goals and legal standards.
• Conduct and manage bid processes according to organization policies.
• Manage the full contract lifecycle from drafting through renewal or termination.
• Work closely with legal and finance teams to ensure compliance with regulatory and policy requirements.
• Develop and maintain procurement and contract policies and procedures.
• Identify and mitigate risks associated with contracts, vendor performance, and procurement processes.
• Prepare reports for the Director of Finance and other senior leaders on procurement activity, contract status, spending, and savings.
• Conduct post-contract evaluations to assess vendor performance and adherence to terms.

Vendor & Warranty Management:

• Establish and maintain strong relationships with vendors and suppliers.
• Manage and resolve warranty issues with vendor support, ensuring proper documentation and resolution of claims.
• Establish procedures for handling warranty claims, including documentation requirements.
• Coordinate with outside vendors to repair or replace defective products.
• Review warranty contracts and customer complaints to determine coverage and appropriate response.
• Evaluate subcontractor performance and satisfaction with contracted services.
• Maintain Enterprise Asset Management (EAM) database and vendor performance records.

Reporting & Compliance:

• Monitor procurement activities to ensure compliance with financial budgets and corporate governance.
• Track spending and cost savings to identify optimization opportunities.
• Ensure adherence to company safety procedures and standards throughout all procurement and vendor-related activities.
• Cooperatively and efficiently performs related tasks and duties as required.

Knowledge, Skills and Abilities:

• Strong understanding of procurement methods, vendor sourcing, and cost-optimization strategies.
• In-depth knowledge of contract law, purchasing regulations, and compliance standards.
• Proficiency in drafting, negotiating, and managing complex contracts.
• Ability to analyze procurement data, identify trends, and prepare detailed reports.
• Excellent negotiation, analytical, and problem-solving skills.
• Strong interpersonal skills to build and maintain vendor relationships.
• High level of accuracy and attention to detail in contract review and documentation.
• Ability to handle multiple projects, deadlines, and contract cycles simultaneously.
• Proficiency in Microsoft Office Suite and procurement/contract management systems.
• Flexibility to adapt to changing business needs and supplier markets.

Emotional, Psychological and Physical Requirements:

Ability to:

• Handle high levels of stress and work efficiently under pressure.
• Interact effectively with employees and vendors at all levels.
• Demonstrate excellent organizational and administrative skills.
• Exhibit excellent written and verbal communication abilities.
• Maintain confidentiality and professionalism at all times.

Physically:

• Sitting frequently for long periods.
• Bend, twist and turn frequently and consistently throughout working shifts.
• Ability to lift up to 50 lbs., at times more with assistance from others.

Education and Experience:

• Bachelor’s degree in Business, Finance, Supply Chain Management, or related field.
• 5–7 years of experience in procurement, contract management, or a related field.
• 2–3 years of leadership or management experience preferred.
• Experience handling warranties, supplier negotiations, and vendor relations.
• Familiarity with procurement software and contract management systems.
• Certification such as Certified Professional in Supply Management (CPSM) or similar is preferred.
• Strong negotiation, analytical, and problem-solving abilities.
• Experience working in finance-driven procurement environments or law-related contract work is a plus.