Procurement Agent

About this role

About us:

North Tarrant Infrastructure, LLC is one of the subsidiaries of the Ferrovial Group in the U.S. It is currently working on several projects in the U.S., including the North Tarrant Express (NTE) Projects (“NTE Projects”). The NTE Extension Project is a part of the NTE Projects, which consist of a series of major highway improvements to the critical I-820 and SH-121/183 corridor in North Tarrant County, Texas. The NTE Projects will relieve congestion, improve safety, and provide for anticipated traffic growth in one of the country’s fastest developing regions. The NTE First Project was a $1.451 billion design-build project consisting of rebuilding the existing main lanes as well as adding four toll-managed lanes, frontage roads and auxiliary lanes in the corridor between I-35 West and Industrial Boulevard. The NTE Extension Project is the next part of the NTE Projects. The construction of the original $984 million part of the project (Segment 3A) was completed by North Tarrant Infrastructure, LLC, and the current $580.5 million part (Segment 3C) of the NTE Extension Project is presently being carried out by North Tarrant Infrastructure, LLC.

Job Description:

Summary  

The Procurement   Agent   is responsible for   supporting the procurement and vendor management process by coordinating contract administration, managing request for proposal (RFP) documentation, ensuring vendor compliance with insurance requirements, and   maintaining   procurement records. This role works closely with internal departments,   and   vendors   to   facilitate   efficient procurement operations, ensure documentation accuracy, and support risk management initiatives .    This position requires the ability to interact with staff (at all levels) in a fast-paced environment, while   remaining   flexible, proactive,   resourceful   and efficient, with   a high level   of   professionalism   and confidentiality. This position will also   assist   the Procurement Manager & department staff with the required reporting,   researching   and   maintaining   statistical data, as well as overseeing the procurement policy and procedures as   required .  

Responsibilities :  

• Coordinate and schedule procurement-related meetings with internal stakeholders and external vendors.  

• Send   e mail s ,   make   calls,   send   notices   to vendors  

• Collect   and organize contract documentation, including contracts, amendments, change orders, and other procurement-related records.  

• Collect   contract documentation for   department Manager review   and compliance with organizational requirements.  

• File and   maintain   procurement records   in accordance with   company policies and document retention standards.  

• Create & track comparatives in Insite for approval  

• Collect and organize   RFP   and agreement   documents and supporting materials.  

• Collect current Certificate of Insurance documents   for all vendors   to ensure it meets contract requirements    

• Manage   and review all   vendor s   Certificate of Insurance ,   identify   deficiencies and work with   vendors   to obtain compliant status    

• Collect vendor W9, NTI department contract documents, certificates to complete NTP checklist   

• Administer   subcontractor evaluations process with department managers for submittal in Insite system   for approval  

• Collect and compile vendor performance data and feedback.  

• Maintain vendor evaluation records and   compliant status   in order to   pay invoices  

• Obtain   vendor and   NTI   CEO signature   to   execute documents in Adobe Sign system  

• Attend   pre-con   meetings to update and inform staff and   vendors   on agreement status and   missing documents  

• Inform vendors about upcoming contract opportunities & update outreach materials/handouts.  

Document Management :  

• Update and store department documents on department   SharePoint   server system  

• Manage Adobe Sign workflows for contracts and procurement documents.  

• Track signature status and perform follow-up activities to ensure   timely   document execution.  

• Organize   documents   to be available to NTI Staff and procurement   staff   by   procurement department   procedure  

• Prepare department documents for in-person Board of Manager meetings/reports  

• Update   C ontract   D irectory/ P rocurement Plan /RFP Log  

Report ing:  

• Create Summary of Comparatives   per request    

• Create and develop transaction reports on all contracts on the projects  

• Track all completed comparatives for reporting   

• Create and   submit   reports   to   Procurement Manager  

Minimum   Requirements:  

• Minimum of   one   ( 1 ) years of experience in similar   coordinator   positions   preferred .   

• E xperience working in   procurement, contract administration, vendor management, or a related administrative role   pre ferred.  

• Bachelor of Science Degree in Business Administration , Procurement, Construction Management, or related field .  

• Experience working with contract documents, procurement processes, and vendor compliance requirements.  

• Proficiency   in   Outlook,   Microsoft Word, Excel,   PowerPoint   and   Microsoft Project.  

• Experience with EBIX or similar insurance compliance platforms preferred.  

• Ability to pay close attention to detail, ensuring accuracy   of   work & complete tasks   on tim e and follow department   procedures    

• Works independently ,   multitask ,   manage time and workload, which includes planning, prioritizing, organizing, and following-through on a variety of tasks, assignments, projects, and reports.  

• Ability to effectively communicate, verbally and in writing, at all levels of the organization and with contractors with tact and diplomacy.  

• Strong follow-up and vendor relationship management skills  

• Present s olutions   to manager   for   issues / problems & scope   requiring through   know

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