Business Support Manager for Contracts and Vendor Management

Contract & Vendor Management:

• Act as a subject matter expert (SME) and key liaison to the Department’s Executive Team and Business Owners for all laboratory-related contracts.
• Monitor vendor performance against contract obligations, identifying and resolving discrepancies or issues in collaboration with vendors and internal teams.
• Compile and analyze statistical data, source documents, and analytical reports to assess compliance with contractual agreements.
• Oversee the production and maintenance of the Department's Vendor Database and Purchasing & Contract Management Database, ensuring accuracy and currency.
• Coordinate with the Office of Procurement and Contracts Services to facilitate submission and tracking of Contract Action Requests (CARs) for required goods and services.
• Serve as the primary point of contact for vendors on contractual matters, ensuring timely communication and resolution of any issues. Providing consultation and technical assistance. Monitor, update, and maintain contract databases
• Establish schedules and checkpoints to ensure timely contract actions, including renewals, amendments, extensions, and terminations.
• Partner with other departments, divisions, external agencies, and vendors to address contract-related business needs.

Training & Development:

• Responsible for developing, deliver, and manage contract-related orientation and in-service training for departmental staff to ensure understanding of contract management processes.
• Provide ongoing task guidance and training for team members to enhance their performance and ensure effective contract management.

Invoicing & Financial Management:

• Review, process and reconcile contract payment requests, ensuring the accuracy and completeness of billing data.
• Monitor and follow up on outstanding invoices, ensuring timely payment and compliance with financial terms of contracts.
• Assist vendors with invoicing, payments, inquiries to ensure smooth invoicing and payment processing.

Data Analysis & Reporting:

• Utilize PeopleSoft to access procurement, purchasing, and contract data, providing timely reports on vendor performance and contract status to Business Owners.
• Track and report on key procurement and contracting performance indicators to support management decisions.
• Identify trends, best practices, and variances in contract performance, offering recommendations to improve operational efficiency and vendor relationships.

Compliance & Operational Efficiency:

• Ensure compliance with the Georgia Procurement Manual, procurement rules, and regulations.
• Address operational gaps that will positively impact departmental efficiency and drive improvements in contract management practices.
• Generate cost-saving initiatives for contract administration and invoice management to maximize financial performance.

Vendor Relations:

• Build and maintain strong business relationships with key suppliers to facilitate effective sourcing and contractual outcomes.
• Serve as the intermediary between end users and suppliers, ensuring that contractual obligations are met and discrepancies are resolved efficiently.

Bachelor's degree in operations management, business administration, or a related field which includes three (3) years in a managerial or supervisory role; 
or 
Seven (7) years of related professional experience which includes three (3) years in a managerial or supervisory role; 
or 
Three (3) years of experience required at the lower level Mgr, Business Ops (GSM010) or position equivalent. 

Note: An equivalent combination of knowledge, education, job or intern experience, training, or certifications that provides the necessary knowledge and skills to successfully perform the job at the level listed may be substituted year-over-year.

Preferred Qualifications:

• 3+ year contracting and procurement experience in the public sector
• 2+ years PeopleSoft Financials software experience
• Proficiency in Microsoft Office applications including Excel, Word, Outlook, SharePoint
• Verifiable experience in State of Georgia Vendor Management, Procurement and Contract/Grant Administration.
• Certification through the Georgia Department of Administrative Services (DOAS), State Purchasing Division (SPD) as a Georgia Certified Procurement Manager (GCPM).
• Two or more years of experience with PeopleSoft/TeamWorks Financials
• Certified Public Procurement Officer (CPPO) Preferred
   Certified Professional Public Buyer (CPPB) Acceptable (with the ability to obtain a CPPO within 3-years) OR
   Certified Professional Contract Manager (CPCM) Acceptable (with the ability to obtain a CPPO within 3-years) OR
   Certified Professional in Supply Management (CPSM) Acceptable (with the ability to obtain a CPPO within 3-years)
• 3+ year contracting and procurement experience in the public sector
• 2+ years PeopleSoft Financials software experience