Procurement Support Specialist II

Join a Mission That Moves Richmond

GRTC is uniquely integrated with the community and presents a range of opportunities  from launching innovative new service designs and building large capital projects to expanding throughout the region and continuing to grow ridership. Joining GRTC also means moving to a vibrant capital city with a nationally renowned arts and culture scene, delicious food, and enormous potential. Located just ten minutes from downtown, GRTC’s headquarters powers 30,000 transit trips a day, with more routes & regional connections in development as well as a second bus rapid transit line that will complement the Pulse, our ITDP Bronze Medal-winning flagship system that serves as the spine of our network.

SUMMARY:

Responsible for providing high-level administrative and operational support for procurement and contract administration activities from requisition through contract closeout. This role supports competitive sourcing processes for goods, services, and construction projects by coordinating documentation, tracking procurement activities, and ensuring compliance with public sector and federal regulations. Works closely with procurement staff and internal stakeholders to ensure timely, accurate, and compliant procurement operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist in the preparation, formatting, editing, and production of solicitation and contract documents, including Invitations for Bids (IFBs) and Requests for Proposals (RFPs).
• Prepare, update, and upload solicitation documents to appropriate systems to support the timely issuance of procurements.
• Coordinate logistics for procurement activities, including scheduling pre-bid/pre-proposal conferences, preparing materials, and managing meeting logistics.
• Support procurement staff in maintaining accurate records of solicitations, contracts, and related documentation, both electronically and in hard copy.
• Track and monitor bid/proposal submissions, ensuring proper receipt, documentation, and compliance with established procedures.
• Prepare and maintain procurement status reports, logs, and tracking tools for active and upcoming solicitations.
• Assist in the development of bid tabulations, vendor lists, and solicitation mailing lists.
• Coordinate with internal departments, including Risk Management and DBE, to ensure required documentation (e.g., insurance, participation goals) is obtained and complete.
• Support the preparation of procurement summaries and Board documentation to meet established deadlines.
• Maintain organized filing systems for procurement and contract documentation to ensure audit readiness and compliance.
• Assist Buyers and Contract Administrators with administrative and operational tasks as needed.
• Respond to routine internal and external inquiries related to procurement processes and documentation.
• Ensure confidentiality and accuracy when handling sensitive procurement and contract information.

OTHER DUTIES AS ASSIGNED:

In accordance with our mission statement, additional duties and/or tasks may be assigned to maintain seamless service for the agency.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  

Education / Certifications:

• Minimum of 3 years of progressively responsible administrative, procurement support, contract administration, or other transferable experience. 
• Experience supporting procurement activities in a public sector or regulated environment preferred. 
• Experience preparing, formatting, and managing complex documents (e.g., contracts, solicitations, reports) required. 
• Experience maintaining records, tracking workflows, and supporting audit/compliance processes preferred. 
• Familiarity with procurement or ERP systems (e.g., SAP or equivalent) preferred.

Knowledge / Skills / Abilities:

Knowledge:

• Working knowledge of public sector procurement processes, including competitive solicitation methods such as IFBs and RFPs.
• Familiarity with procurement documentation standards, contract files, and audit/compliance requirements. 
• Basic understanding of federal, state, and local procurement regulations (FTA knowledge a plus, not a requirement). 
• Knowledge of administrative and recordkeeping practices in a regulated environment.

Skills:

• Strong organizational and time management skills with the ability to manage multiple tasks and deadlines simultaneously. 
• High attention to detail with a focus on accuracy in document preparation, data entry, and recordkeeping. 
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); experience with ERP or procurement systems (e.g., SAP) preferred. 
• Effective written and verbal communication skills, including the ability to prepare clear, professional documents. 
• Ability to compile, track, and report on procurement data, including status reporting and bid tabulations. 
• Strong proofreading and document formatting skills for complex solicitation and contract documents.

Abilities:

• Ability to work within established procedures and follow detailed instructions with minimal supervision.
• Ability to maintain confidentiality and handle sensitive procurement information with discretion. 
• Ability to coordinate across multiple stakeholders, including internal departments and external vendors. 
• Ability to prioritize workload in a fast-paced environment while maintaining accuracy and meeting deadlines. 
• Ability to identify discrepancies or missing information and escalate issues appropriately. 
• Ability to support multiple procurement projects simultaneously without loss of quality or organization. 
• Ability to establish and maintain effective working relationships with internal teams and external partners.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

GRTC IS AN EQUAL OPPORTUNITY EMPLOYER WHO VALUES DIVERSITY IN THE WORKFORCE