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Procurement and Vendor Relations Manager

Location : Ocala
Job Type : Regular
Reference Code : 10849509
Hours : Full Time
Required Years of Experience : 5
Required Education : Bachelors degree
Travel : No
Relocation : No

Job Description :

Veterans Preference


This is a professional position responsible for managing procurement staff while ensuring business best practices are achieved by analyzing cost effective methods for doing business throughout the City. This position is also responsible for comprehensive vendor management, and vendor relations. This position is the DBE, WMBE, and small business officer for the City of Ocala. Position supervises all buyers and reports to the Contracting Officer/Procurement Director.



Procurement: Ensures buyers implement and follow current procurement procedures, policies, and best practices. Consults with department personnel on procurement needs and advises best methods for purchasing required goods and services. Maintains accurate vendor information, investigates and recommends alternate sources of supply to affect major cost savings, or improve efficiencies. Oversees requisition requests, including blanket orders for main suppliers in compliance with City policy and Florida Statutes. Provides guidance and assistance to City staff to ensure appropriate contractual and procurement controls are being followed. Ensures purchase requests are appropriately supported by the contracts process, and all internal controls are adhered to. Oversees issuance of purchase order information, payment instructions, and other payment term information to vendors. Prepares or assists in the preparation of complex solicitations, manages the solicitation process from project inception through bid award, and analyzes exceptions and submissions. Performs vendor audits, and monitors vendor performance against contractual stipulations and pricing.

Supervises buyers and procurement staff as assigned. Coordinates performance reviews, recruitment/hiring, technical training, salary adjustments, corrective actions, and employee relations. Maintains results through coaching, counseling of staff and setting meaningful and measurable goals. Guides personnel to achieve optimum performance levels. Ensures training and development of the team is kept at the forefront of daily activities. Manages workload balance within the procurement area to ensure service levels and quality remains consistent. Evaluates various City departments' business practices from a cost perspective and makes suggestions for implementing new practices. Assist with budget, procedure and policy preparation if needed.

Vendor Relations: Perform vendor/supplier management activities particularly focused on contract performance measures, quality activities, vendor dispute, and risk management. Has regular contact with end-users, and other external business gatherings to identify new vendors, identify vendor issues, and resolve vendor complaints as they arise. Assists project managers with projects from concept to completion. Includes pre-construction planning, scope formation, negotiations, vendor interaction, project kick-offs, monitoring project milestones, and contract performance measures.

Has sole responsibility to develop and manage vendor trainings, city vendor events, and vendor expos along with small business, DBE, and WMBE events. Participates in community events to recruit vendors and participates in local business organizations to gain additional vendors for the City. Provides marketing support and campaign ideas for city business initiatives when needed. Designs and documents work flow, manages and provides solutions to new business unit ideas, trends and concepts appropriately through the latest technological and business model paths. Develops business risk training for City personnel in project management and contracts management. Liaison between vendors and other departments and chief officer and liaison for DBE Office and WMBE office. Monitors contract delivery delinquencies and performance discrepancies and recommend actions to implement resolution. Documents all findings or factors causing delivery, delay, or unsatisfactory performance; prepare responses to all contractor inquiries. Attends WMBE, DBE contracts and business related seminars/training courses. Attends dispute resolution seminars and training to continue to be a liaison between City departments and vendors.

Assists in the preparation of various manuals, such as DSBE policies, procurement procedures, vendor guide and vendor communications.
At times must drive to other departments and to seminars.
Performs other duties as required.

Required Qualifications :


Must have at a minimum a Bachelors' Degree in Business Administration, Marketing, Economics, or related area.

Must have a minimum of five (5) year's procurement, or business manager division experience.


Must possess and maintain a valid Florida Operators Driver's License for required travel


1. Sound knowledge of principles and practices of procurement, business, and contract management.
2. Clear and effective critical thinking skills.
3. Ability to analyze data, write reports, read, interpret policies and procedures.
4. Ability to analyze and develop business metric goals for the procurement team.
5. Skilled in Excel, Word, Adobe and other similar software applications.
6. Ability to establish and maintain good working relationships with vendors, and communicate clearly and effectively with subordinates, representatives of other departments, and the public.
7. Ability to handle multiple projects on short deadlines.

Work Schedule:  Full-time; hours not specified

Salary:  $55,800.00 - $60,000 per year DOE


Skills :
Analyze financial data Business Administration Critical Thinking Microsoft Excel Microsoft Word Policy Development
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