Town of Fort Myers Beach, Florida ยท 2 months ago
Contracts & Procurement Manager
6231 Estero Boulevard, Fort Myers Beach, FL 33931, USA
Full-time
Onsite
Mid Level
3+ years expThe Town of Fort Myers Beach is seeking an experienced and detail-oriented Contracts & Procurement Manager to join their team. This position plays a key role in ensuring the Town's purchasing and contracting processes are transparent, efficient, and compliant with applicable laws and policies.
Responsibilities
Serve as the primary point of contact for all contract and procurement activities, assisting departments with scopes of work, compliance requirements, and document preparation
Draft, review, and coordinate the routing of contracts, amendments, and renewals through appropriate approval channels
Maintain centralized tracking of contract records, including expirations, renewals, insurance compliance, and deliverables
Lead the solicitation process, including drafting and releasing Requests for Proposals (RFP), Invitations to Bid (ITB), and Requests for Qualifications (RFQ) ensuring notifications and documentation are compliant and free of errors
Coordinate bid postings, vendor notifications, evaluation processes, bid tabulations, and award documentation ensuring notifications are compliant and free of errors
Collaborate with the Finance Department to align contract activities with project budgets, funding timelines, and grant compliance requirements
Monitor vendor performance and contract compliance, following up with departments or vendors to address deficiencies or discrepancies
Participate in long-term planning discussions related to procurement scheduling, contract forecasting, and service continuity
Assist with vendor evaluation processes, bid tabulations, and award documentation to ensure all procurement activities are completed accurately, timely, and in accordance with applicable policies and procedures
Track key contract dates (renewals, expirations, deliverables, insurance) and ensure timely execution of all contract-related actions
Identify and communicate contract-related risks and opportunities to executive leadership
Lead the development and implementation of the Town's procurement and purchase order (PO) process, including streamlining workflows and configuring processes within the accounting system
Collaborate with Finance staff to align contract activities with project budgets, funding timelines, and grant compliance requirements
Monitor vendor performance and contract compliance, following up with departments or vendors to address deficiencies or discrepancies
Coordinate with legal staff to ensure contracts and solicitations comply with federal, state, and local laws, regulations, and Town policies, and to mitigate potential risk or liability
Develop and implement standardized procurement and purchase order (PO) procedures, configuring workflows within the accounting system to improve transparency and efficiency
Create and update Standard Operating Procedures (SOPs), templates, and checklists for consistent contract and purchasing practices
Maintain and monitor centralized tracking systems for contracts, vendor data, and key renewal dates to ensure proactive follow-up and timely completion of all required actions prior to established deadlines
Prepare regular reports and summaries for Finance and Executive Leadership, including contract status, procurement activity, and compliance updates
Support the annual audit process by organizing and providing contract and procurement documentation
Ensure compliance with municipal procurement codes, Florida statutes, and applicable federal grant requirements
Provide guidance and training to staff on procurement policies, purchasing procedures, and contract documentation standards
Identify opportunities to improve procurement efficiency, cost savings, and vendor accountability
Attend all assigned meetings and events
Performs emergency response tasks and assignments as directed
Performs other duties as assigned
Qualification
Required
Bachelor's degree in public administration, finance, business, legal studies, or a related field required
Minimum of three (3) years of experience in contracts management, or procurement in a public sector or compliance-focused setting
Knowledge in public sector contracting, procurement practices, purchasing codes, and regulatory compliance
Comprehensive understanding of the Town's Procurement Ordinance and the ability to interpret, apply, and enforce its provisions through daily purchasing and contracting activities
Understanding of municipal budgeting, basic accounting procedures, and project coordination
Knowledge of contract structure, key terms, and lifecycle management
Familiarity with competitive solicitation processes, vendor selection, and purchasing compliance
Strong organizational and time management skills with attention to detail
Clear written and verbal communication skills, including ability to draft and interpret standard contracts and related documents
Skill in accurately drafting, reviewing, and processing contracts, solicitations, and purchasing documents to ensure they are error-free and issued within established timelines
Proficiency in Microsoft Office (Word, Excel, Outlook); ability to learn contract tracking or ERP systems
Skill in developing standard templates, checklists, and SOPs
Effective communication and interpersonal skills
Ability to effectively manage procurement and contracting workflows while providing guidance to others
Ability to analyze and improve systems and implement new procedures effectively
Ability to plan, coordinate, and monitor multiple contract actions simultaneously
Ability to support long-term procurement planning and assist with cross-departmental initiatives
Ability to work both independently and collaboratively in a fast-paced environment
Ability to maintain positive working relationships and deliver excellent internal customer service
Ability to apply sound judgment and problem-solving in routine and non-routine contract issues
Ability to handle sensitive information with discretion and professionalism
Ability to maintain reliability and work the assigned schedule
Ability to produce compliant, high-quality, and accurate documentation related to contracts and purchasing
Preferred
Experience in municipal or government operations is highly preferred
NIGP-CPP (National Institute for Government Procurement - Certified Procurement Professionals) certification highly desirable
Florida Certified Contract Manager (FCCM) highly desired
Benefits
Comprehensive health insurance with low deductibles and annual maximums.
The Town covers 100% of employee premiums and 50% of dependent premiums.
Employer-paid life insurance.
Short- and long-term disability coverage.
Gym membership reimbursement.
Employees earn 26 days of PTO annually accrued on a monthly basis.
The Town observes 14 paid holidays.
Offers flexible scheduling options to promote work-life balance.
Immediate vesting in a 401(a)/457(b) pension plan with employer contributions-employees are vested from day one of employment.
Company
Town of Fort Myers Beach, Florida
As a Council-Manager form of government, the Town of Fort Myers Beach serves about 6,500 full-time residents, 140,000 seasonal residents, and more than 1 million annual visitors on Estero Island from Matanzas Pass Bridge on the north end to Big Carlos Pass Bridge on the south end.
51-200 employees
Funding
Current Stage
Growth StageCompany data provided by crunchbase