Contracts and Procurement Administrator

NRHA’s Vision and Mission

At the Norfolk Redevelopment and Housing Authority (NRHA), we’re proud to be the largest housing and redevelopment authority in Virginia and a leader in real estate development and property management across the country. Since 1940, we’ve been working to revitalize and improve neighborhoods in Norfolk.

We also acknowledge that public housing has a complicated history, tied to issues of social injustice and racial inequality. While we haven’t always gotten it right, we’re committed to making positive change by offering quality housing options that support diverse, mixed-income communities. Our vision is to provide quality housing choices in neighborhoods where people want to live. Our mission is to provide quality housing opportunities that create sustainable, mixed-income communities.  

Position Summary 

The Contracts and Procurement Administrator is responsible for coordinating and administering NRHA’s procurement and contracting activities in compliance with U.S. Department of Housing and Urban Development (HUD) procurement regulations, federal grant requirements, and applicable state and local laws which reports to the Director, Contracts and Procurement. This position supports the competitive acquisition of goods, services, construction, and professional services while ensuring transparency, accountability, and adherence to NRHA policies. 

Essential Functions 

• Administer day-to-day procurement activities, including preparing solicitations (IFBs, RFPs, RFQs), issuing addenda, receiving bids and proposals, and coordinating evaluations.
• Ensure procurement actions comply with HUD regulations (2 CFR Part 200 and HUD-specific requirements), NRHA procurement policies, and applicable laws.
• Maintain procurement files with complete documentation required for HUD and audit review.
• Assist departments with procurement planning, scope development, cost estimates, and procurement method selection.
• Process purchase orders, contracts, renewals, extensions, and amendments.
• Prepare, review, and track contracts to ensure compliance with procurement requirements, insurance, bonding, and performance standards.
• Monitor contract terms, expiration dates, funding limits, and deliverables.
• Coordinate contract execution, modifications, and closeouts.
• Assist with resolving contract compliance issues, vendor performance concerns, and disputes.
• Serve as a primary point of contact for vendors and contractors regarding procurement procedures, contract requirements, and performance expectations.
• Maintain vendor records, including certifications, insurance, bonding, licenses, and compliance documentation.
• Monitor vendor performance to ensure adherence to contract terms, service levels, and regulatory requirements.
• Coordinate corrective actions and documentation related to vendor performance issues or non-compliance.
• Support vendor outreach and engagement efforts, including small, minority-, women-owned, and Section 3 businesses.
• Respond to vendor inquiries, protests, and appeals in accordance with NRHA policies and procedures.
• Responsible for vendor and banking setup (vendor’s banking preference i.e. check or electronic transfer funding (EFT).
•  Apply HUD-required clauses and certifications, including Section 3, Davis-Bacon Act, EEO, debarment and suspension, and conflict-of-interest provisions.
• Support compliance with Public Housing, Housing Choice Voucher (HCV), Capital Fund, Operating Fund, and other HUD-funded programs.
• Assist with preparation for HUD monitoring reviews, audits, and internal compliance reviews.
• Track and report procurement-related compliance requirements as assigned.
• Serve as a point of contact for vendors and contractors regarding procurement processes and contract requirements.
• Support outreach efforts to small, minority-, women-owned, and Section 3 businesses.
• Respond to vendor inquiries and assist with protest documentation in accordance with NRHA policy.
• Maintain accurate procurement and contract records in electronic and paper systems.
• Prepare reports, correspondence, and agenda items related to procurement activities.
• Track procurement metrics, contract status, and compliance deadlines.
• Perform other related duties as assigned. 

Performance Standards 

• Consistently applies HUD procurement requirements, 2 CFR Part 200, and NRHA policies with no material compliance errors.
• Produces procurement and contract documentation that is complete, accurate, and requires minimal correction.
• Meets established deadlines and procurement timelines without lapses or avoidable delays.
• Maintains organized, complete, and audit-ready procurement, contract, and vendor files.
• Identifies issues early, follows proper escalation protocols, and resolves routine matters appropriately.
• Communicates clearly and professionally with internal stakeholders and vendors; responds timely to inquiries.
• Effectively prioritizes and manages multiple assignments in a regulated environment.
• Follows NRHA procedures, internal controls, and approval processes consistently.
• Maintains confidentiality, ethical conduct, and professionalism at all times.
• Demonstrates initiative in improving processes and maintaining current knowledge of procurement requirements. 

Minimum Qualifications

Bachelor’s degree in Business Administration, Public Administration, Finance, Supply Chain Management, or a related field. Three to five years of experience in public-sector procurement and contracts administration, or purchasing. Any equivalent combination of education and experience may be considered. 

Preferred Qualifications 

Experience in a public housing authority or governmental agency and experience with HUD-funded programs or federal grant procurement. 

Special Requirements 

• Must possess a valid driver's license.
• Subject to a background check and reference verification prior to hire.
• Must maintain confidentiality and adhere to NRHA policies and professional standards. 

Knowledge, Skills, and Abilities 

• Working knowledge of HUD procurement regulations, federal grant requirements, and 2 CFR Part 200.
• Understanding of public-sector procurement methods, competitive solicitation processes, and contract administration practices.
• Knowledge of HUD-required contract provisions, including Section 3, Davis-Bacon Act, Equal Employment Opportunity (EEO), debarment and suspension, and conflict-of-interest requirements.
• Ability to interpret and apply procurement policies, regulations, and contract terms accurately and consistently.
• Skill in preparing and reviewing procurement documents, solicitations, contracts, and amendments.
• Ability to maintain complete, accurate, and audit-ready procurement, contract, and vendor files in accordance with HUD record-retention requirements.
• Ability to monitor contract terms, funding limits, deliverables, and vendor performance.
• Skill in reviewing invoices and cost documentation for accuracy, allowability, and compliance with funding sources.
• Ability to respond professionally to vendor inquiries, protests, and appeals in accordance with agency policy.
• Strong organizational skills, attention to detail, and ability to manage multiple procurements and deadlines simultaneously.
• Effective written and verbal communication skills, including the ability to communicate procurement requirements clearly to internal and external stakeholders.
• Proficiency with Microsoft Office and procurement and contract management systems.
• Ability to exercise sound judgment, follow internal controls and escalation protocols, and resolve routine issues appropriately.
• Ability to collaborate effectively with procurement, finance, legal, and program staff.
• Ability to maintain confidentiality, professionalism, and ethical standards at all times. 

Physical Requirements 

While performing the duties of this job, the employee is frequently required to sit, talk, see, or hear. The employee may occasionally be required to stand or walk and must occasionally lift and/or move up to 25 pounds. Primarily office-based with occasional site visits to housing properties. May require attendance at bid openings and pre-bidding meetings or walk throughs.

VRS Contribution:   All full-time employees are required to contribute 5% of annual salary toward their retirement account; in accordance with VRS retirement provisions. This will be handled through a pre-tax payroll deduction.