GWAC Coordinator

Sales Operations United States


Description

GWAC Coordinator

 

General Responsibilities:

  • Work in an organized manner with the ability to multi-task in a fast-paced environment.
  • Maintain open communication with teammates and manager to establish a team-oriented atmosphere.
  • Complete timesheet daily.
  • Other duties as assigned to support Customer Service and Purchasing.
  • Meet all deadlines.
  • Provide updates to managers about status of work being performed and highlight any issues or concerns earlier and often.
  • Request support from other members of the team as support is needed.
  • Support and follow CMMI and ISO requirements, processes, and workflows.
  • Ensure Salesforce entries are entered and updated as appropriate.
  • Support multiple GWAC contracts; responsibilities include but are not limited to:
    • ITES Responsibilities listed on page 2.
    • SEWP Responsibilities listed on page 3.
  • Support GWAC Program Manager with additional tasks and reporting.
  • Support Customer Service and Purchasing Manager and team with quoting and purchasing.

 

ITES Responsibilities:

  • Support the preparation of quotes and submissions for internal and external customers.
  • Monitor and utilize the CHESS portal daily, responding to inquires or directing them appropriately.
  • Research products/vendors for lowest price, technically equivalent or greater.
  • Request vendor pricing.
  • Prepare quotes on relevant, approved templates.
  • Ensure compliance to regulations (i.e., # of bids, Sole Source justification) and pricing requirements.
  • Maintain accurate templates on SharePoint.
  • Monitor and ensure the Quotes Tracker is updated throughout the day.
  • Guarantee all quotes are responded to in a timely fashion and where applicable bid deadlines are met.
  • Contribute to and/or maintain documentation, such as user guides, SOPs, etc.
  • Develop a network of key contacts and relationships within customer accounts to secure loyalty and gain early insights into potential business opportunities.
  • Set and manage customer (internal and external) expectations while delivering the highest level of quality service striving to meet and/or exceed customer expectations.
  • Work cooperatively across departments helping to build the Team’s reputation for quality and timeliness.
  • Meet requirements of executing internal processes as designed or make recommendations for improvement.
  • Gain an understanding of customers’ requirements and work with vendors to meet and exceed those requirements technically and fiscally.

 

 

 

SEWP Responsibilities:

  • Support SEWP related quotes for Services and Solutions requests both Agency Catalog and Non-Agency Catalog
  • Manage/own SEWP related Strategic Sourcing purchase orders both Agency Catalog and Non-Agency Catalog
  • Support SEWP related Services and Solutions purchase orders both Agency Catalog and Non-Agency Catalog
  • Manage SEWP related Strategic Sourcing vendor invoices and customer invoicing
  • Support SEWP related Services and Solutions vendor invoices and customer invoicing
  • Perform quality checks on all outgoing documents (Quotes, POs)
  • Train new and less experienced team members on processes, systems, and operations, as needed
  • Coordinate with AM/PMs to ensure Salesforce entries are entered and updated as needed
  • Set and manage customer (internal and external) expectations while delivering the highest level of quality service striving to meet and/or exceed customer expectations
  • Meet requirements of executing internal processes as designed or make recommendations for improvement
  • Track quotes and purchase orders generated with PO team.
  • Assist with pricing maintenance for SEWP Agency Catalog and Non-Agency Catalog catalogs
  • Create and submit Technical Refreshes to add, update, and end of life products/services for approval by the SEWP PM/SEWP PMO
  • Update the status of orders in the SEWP CHOP against the expected delivery dates
  • Build CLIN verification files for submission with our quotes – required for every SEWP RFQ, RFI and MRR we respond to. If the file doesn’t pass 100%, our quote is not submitted to the customer
  • Assist in the maintenance of our Provider relationship status,  ensure it is up to date, and provide SEWP with the required information if it needs to be established.
  • Submit all responses to the CHOP portal with accurate information, details, and steps.
  • Support GWAC PM on processing SEWP Awards for Services and Solutions both Agency Catalog and Non-Agency Catalog. (Backup documents, SEWP notification if awarded outside of SEWP)