Procurement Compliance Administrator

POSITION SUMMARY

The Procurement Compliance Administrator is responsible for the administration, integrity, and oversight of procurement data, supplier compliance documentation, and regulatory reporting activities supporting the organization’s procurement function. This position serves as the primary administrator for procurement records and compliance systems, ensuring timely collection, maintenance and reporting of supplier information under federal, state, and organizational requirements.

The Procurement Compliance Administrator manages vendor compliance documentation, including annual Representations and Certifications, SAM.gov registration verification, Unique Entity Identifier (UEI) validation and other required supplier records. The position also coordinates Federal Funding Accountability and Transparency Act (FFATA) reporting and supports procurement compliance with organizational procurement policies. This role serves as a key resource for procurement reporting, audit support, process improvement, and data governance.

RESPONSIBILITIES

• Serve as the administrator for procurement records, databases, and compliance tracking systems.
• Develop and maintain procurement dashboards, compliance trackers, and reporting tools that support procurement operations and management decision-making.
• Maintain complete and accurate supplier files, ensuring required documentation is current and readily available.
• Collect, review, and track annual supplier Representations and Certifications and coordinate renewal activities.
• Verify supplier eligibility through SAM.gov including active registration, UEI validation, and suspension/debarment screening.
• Monitor vendor compliance with applicable federal regulations, grant requirements, and organizational procurement policies.
• Coordinate and submit FFATA reporting for applicable contracts, purchase orders, and subawards, ensuring complete, timely, and accurate reporting.
• Support procurement activities associated with federally funded grants and cooperative agreements by ensuring required documentation is maintained IAW Uniform Guidance (2 CFR Part 200)
• Monitor procurement reporting deadlines and proactively communicate compliance requirements to procurement staff and internal stakeholders.
• Prepare recurring and ad hoc procurement reports related to supplier compliance, procurement activity, spending trends, reporting status, and audit readiness.
• Perform quality assurance reviews of procurement records to ensure data accuracy, consistency, and completeness.
• Maintain procurement document retention IAW federal and organizational recordkeeping requirements.
• Collaborate with Procurement Professionals, Finance, Contracts, Legal, Program Managers, and Accounts Payable to resolve procurement compliance issues.
• Recommend and implement process improvements that strengthen procurement controls, reporting efficiency, and data quality.
• Assist in developing standard operating procedures, templates, and internal guidance documents.
• Provide administrative support for procurement system implementation, upgrades, testing, and user training.
• Perform other procurement administration and compliance duties as assigned.

QUALIFICATIONS

• Associate’s degree in Business Administration, Supply Chain Management, or a related field; equivalent experience may be substituted.
• Three to five years of progressively responsible experience in procurement administration, contract administration, procurement compliance, or procurement operations.
• Experience supporting federally funded programs, grants, cooperative agreements, or government contracting is preferred.
• Knowledge of procurement administration principles and procurement lifecycle documentation.
• Knowledge of Federal Funding Accountability and Transparency Act (FFATA) reporting requirements.
• Experience maintaining supplier compliance documentation, including annual Representations and Certifications.
• Strong analytical and data management skills with exceptional attention to detail.
• Advanced Microsoft Excel skills, including data analysis, formulas, pivot tables, and reporting.
• Ability to interpret federal regulations, organizational policies, and procurement procedures.
• Strong organizational, communication, and project coordination skills.
• Ability to manage multiple deadlines while maintaining a high degree of accuracy.
• Ability to maintain confidential and sensitive procurement information.

BENEFITS

Constellis offers a comprehensive, total rewards package that includes competitive compensation and a flexible benefits package that reflect its commitment to creating a diverse and supportive workplace.