Coordinator, FMO Purchasing Services and Contracts

JOB SUMMARY

The Coordinator of Purchasing Services and Contracts plays a key role in supporting the procurement and contract management functions for the Facilities and Maintenance Operations (FMO) division. This role ensures the efficient and compliant acquisition of goods and services, including materials, equipment, and vendor-provided maintenance services, in accordance with district policies and applicable procurement laws. The coordinator will also support vendor relationships, contract tracking, and coordination of purchasing-related processes across FMO teams.

MAJOR DUTIES & RESPONSIBILITIES

1.    Coordinates and processes purchase requisitions for facilities-related materials, equipment, and services. Tracks and manage purchase orders, invoices, and delivery schedules to ensure timely fulfillment.
2.    Collaborates with Business Logistics - Procurement Services to ensure timely solicitation, award, and renewal of contracts. Assists with the development of specifications and scopes of work for RFQs, RFPs, and bids.
3.    Maintains an up-to-date inventory of all FMO vendor contracts, including expiration dates, renewal timelines, and performance terms. Monitors vendor performance and contract compliance and assists in resolving disputes or service issues. 
4.    Ensures all purchases and contracts align with app

MAJOR DUTIES & RESPONSIBILITIES CONTINUED

5.    Ensures all procurement activities comply with state and local regulations, as well as district procurement policy and procedures.
6.    Serves as the liaison between FMO, Procurement Services, Accounts Payable, and vendors. Provides guidance and support to FMO leaders and teams on purchasing procedures and contract use 
7.    Maintains organized digital and physical records of contracts, bids, quotes, requisitions, and other purchasing documentation. Generates reports related to purchasing activity, contract status, vendor usage, and spend analysis for leadership. Supports audits and compliance reviews by providing requested documentation and process explanations.
8.    Performs other job-related duties as assigned.

EDUCATION

Bachelor’s degree in Business Administration, Supply Chain Management, Public Administration, or a related field, preferred.

WORK EXPERIENCE

3 to 5 years

SKILL AND/OR REQUIRED LICENSING/CERTIFICATION

Strong understanding of procurement laws and public purchasing practices (e.g., EDGAR, Texas Education Code, or similar state-specific requirements).
Familiarity with contract documents, scopes of work, and vendor management.
Proficiency in Microsoft Office Suite and ERP systems (e.g., SAP, Oracle, PeopleSoft, Munis).
Office equipment (e.g., computer, copier) 

LEADERSHIP RESPONSIBILITIES

No supervisory or direct people management responsibilities. May provide occasional work guidance, technical advice and training to staff.

WORK COMPLEXITY/INDEPENDENT JUDGMENT

Work involves the application of moderately complex procedures and tasks that are quite varied. Independent judgment is often required to select and apply the most appropriate of available resources. Ongoing supervision is provided on an "as needed" basis

BUDGET AUTHORITY

No budget development activity is required.

PROBLEM SOLVING

May require extended hours during peak procurement cycles or emergency response situations.
Decisions are made on routine matters affecting few individuals and usually within the confines of the job's own department. Specific job activities and results are typically reviewed closely.  There are limited requirements for developing new ideas or changes in methods, procedures or services.

IMPACT OF DECISIONS

Follows rules and procedures. Decisions can have minimal or no impact to HISD. Errors can be readily detected, usually by the employee, and, if made, would result in minor expense for correction.

COMMUNICATION/INTERACTIONS

Information sharing - gives and receives information such as options, technical direction, instructions and reporting results. Interactions are mostly with customers, own supervisor and coworkers in own and other departments.

CUSTOMER RELATIONSHIPS

Regularly assesses and diffuses complex, and escalated customer issues. Takes personal responsibility and accountability for solving systemic customer service problems. Regularly explores alternative and creative solutions to meeting the needs of the customer within HISD's policies and guidelines.

WORKING/ENVIRONMENTAL CONDITIONS

Work involves some exposure to moderate risk of accident and requires following basic safety precautions.
Ability to carry and/or lift less than 15 pounds.
***This position is considered an essential employee***