Roxanne Koltermann
Kyle,TX
Summary
Highly motivated professional with extensive experience in managing administrative teams and delegating tasks to accomplish operational goals. Knowledgeable about arranging authorizations, preparing work orders and processing contracts. Methodical and highly organized with good prioritization and planning abilities. Strong analytical skills used to identify and resolve complex issues while working effectively under pressure and changing priorities. Works well in cross functional teams on multiple projects at once. Known for ability to create workable solutions using solid judgment/decision making capabilities; strong Customer Service and prioritization abilities as demonstrated through successfully completing several tasks simultaneously.
Overview
11
11
years of professional experience
1
1
Certification
Work History
Contract Administration Manager
Texas Lottery Commission
1801 N. Congress, Austin, TX
04.2020 - Current
- Performs advanced (senior-level) contract administration work. Work involves overseeing the execution and administration of contracts for large scope or high-dollar contracts by defining requirements and negotiating, awarding, developing, and monitoring contracts.
- Supervised the work of others. Works under limited supervision, with considerable latitude for the use of initiative and independent judgment.
- Oversees or prepares the scope of work, specifications, and conditions for new contracts; prepares contracts; leads negotiation strategies; awards new contracts; the operations and activities of monitoring contract performance, including developing and tracking key metrics.
- Conducts on-site visits to contractors to examine billings, fiscal data, and eligibility determinations for compliance with terms and contract and departmental policies.
- Oversees and coordinates the processing of contract documents to ensure that management understands and authorizes contract terms.
- Develops short- and long-term strategies and goals for the administration of assigned contracts.
- Investigates and resolves discrepancies, complaints, and disputes by negotiating settlement agreements or by canceling or terminating contracts.
- Initiates and oversees special studies or surveys to assess consumer and program outcomes for evaluation. Serves as the principal contract liaison between agency management, contractors, the Legislature, and other customers.
- Plans, develops, and conducts presentations. Provides input on or prepares the contract budget; recommends budget allocations for proposed contract agreements; arranges, monitors, and reviews budget allocations with management; and provides budget forecasts and proposes alternatives.
- Reviews and analyzes legislation related to procurement and contract management, including tracking legislative bills and assisting with bill analysis. Identify or forecast cost savings for initial contract, extensions, and amendments compared to previous contract. Supervise the work of others.
Purchaser IV
Texas Department Of Housing And Community Affairs
Austin, Texas
12.2015 - 04.2020
- Checked items received against items ordered by verifying receipts.
- Researched suppliers based on availability, quality, selection, and price.
- Computed and created purchase orders in State Of Texas ERP System (PeopleSoft) to monitor stock levels, verify purchase requisitions and expedite customer orders.
- Negotiated with suppliers, vendors, and other representatives.
- Negotiated policies and contracts with vendors to achieve optimal pricing and consistent availability.
- Maintained and reviewed computerized records of items purchased and costs associated with purchases.
- Managed vendor purchase order dispatch, delivery and invoicing to set contractual guidelines and maintain budgetary regulations.
- Reviewed order updates to identify best practices aligned with corporate goals.
- Maintained focus and organization to regularly complete tasks with precision, timeliness and flexibility to accommodate fluctuating assignments and emerging business trends.
- Standardized inventory quarterly reporting and analysis and instituted corrective action for close-outs and out-of-stock items to keep inventory records current.
- Recommended metrics for product availability, costs and delivery to advance business objectives.
- Performed monthly reconciliation of open purchasing orders.
- Maintained complete documentation and records of all purchasing activities.
- Communicated with vendors regarding inventory needs and negotiated prices to maintain profit margins.
- Maintained consistent email communication with stores and suppliers to confirm and track orders and verify price revisions on purchase orders.
- Implemented policies to reduce cost and eliminate waste.
- Communicated frequently with stores and vendors to manage orders and verify revisions on purchase orders.
- Trained 3-4 employees in company and regulatory compliance requirements to promote conformance.
- Hired, managed, developed and trained staff, established and monitored goals, conducted performance reviews and administered salaries for staff.
Contract Specialist
Texas Military Department
Austin, Texas
04.2014 - 12.2015
- Provided exceptional customer service to diverse clientele even in high-stress environments.
- Reviewed contract plans and project specifics for thorough understanding.
- Negotiated optimal contract terms and conditions to lessen business risk and maximize financial objectives.
- Implemented all critical information into agency's database and maintained confidentiality to keep information secure.
- Procure goods and services including Information Technology goods and services (supports Department of Information Resources (DIR).) as required by agency needs according to applicable state law and agency policy.
- Prepare and review bid/offer specifications and solicitation documents and distribute bid/offer invitations to vendors.
- Prepare, review, and track procurement from requisition through all aspects of contract management and closeout.
- Assist with monitoring legal and regulatory requirements pertaining to procurement to ensure correct and fair completion of agency procurements and compliance with state purchasing laws.
- Develop and instruct agency personnel in bid/offer scoring matrix and evaluation for cost and non-cost solicitation requirements; and administer scoring team meetings to ensure fair and unbiased response review.
- Process change notices for active contracts and incorporates into applicable purchase orders according to established procedures.
- Develops and drafts new contracts by analyzing market and economic conditions and applying current trends to contract development; preparing scopes of work and/or specifications; negotiating with vendors/contractors; writing terms and conditions; and developing effective performance measures; investigates alternative purchasing methods and recommends procedures for implementation.
- Manages and administers existing contracts by determining compliance through performance monitoring; negotiating and writing amendments and revisions to scopes of work.
- Consult with agency staff and provide technical assistance on specific procurement and Historically Underutilized Business (HUB) matters.
- Assist public bid openings, solicitation development, response review/evaluation, completed procurement file review.
- Assist with resolving problems and complaints with purchase orders, contracts, and vendors; submit vendor performance reports, and assist in the resolution of vendor performance issues; and conduct vendor/product sourcing for agency needs.
- Support the agency Historically Underutilized Business (HUB) program promoting the utilization of HUB vendors for all procurements and Department of Information Resources (DIR).
- Coordinate with contract specialists regarding contracting and legal issues. Manage purchasing records and files.
Purchaser II
Office Of Attorney General Of Texas
Austin, Texas
05.2011 - 04.2014
- Provides advanced administrative and technical support to the Director, other departments and co-workers.
- Manage and arrange appointments, schedule and travel arrangements for the Procurement Director.
- Analyzes data and prepares reports and statistical information. Plan and coordinate special and administrative assignments and programs.
- Prepares/ Print routine and special correspondence, reports, and studies, forms, and documents materials.
- Maintains office equipment and supplies. Responds to routine inquires and interprets rules, regulations, policies, and procedures.
- Assists in the development of policies and procedures.
- Assists in writing, designing, and editing unit publications such as brochures, forms and manuals. Open, date, sort, or distributes mail (for example, incoming/outgoing mail, reports, documents, printouts).
- Prepares and proofreads correspondence, forms, or other documents (for example, letters, memos, travel or purchase vouchers, job announcements).
- Communicate with others (internally or externally) to provide, exchange, or verify information, answer inquiries, address issues, or resolve problems or complaints.
- Provide technical assistance to others on policies, procedures, rules, regulations, standards, or requirements.
- Answers telephone, refers callers to appropriate staff, takes messages, and answers basic questions.
- Maintain records, files, or logs (for example, administrative, personnel, contract, correspondence, forms, documents, purchasing, case files, tracking logs, files/documents on diskette) including filing, retrieving, or purging.
- Schedules meetings, training sessions, or tests by contacting staff and scheduling dates, times, or facilities.
- Assist with Open Records request; provide responses to requests for agency records within the time period mandated by the Texas Public Information Act. Receives and reviews requests for information and make initial determination as to which requests require an opinion from the Office of the Attorney General, coordinating these requests with the Records Manager.
- Perform procurement and contract administration (Admin & Legal, as well as Child support) as a purchaser.
- Work involves planning, organizing, coordinating, and preparing specifications for commodities and services.
- Assists in the administration of large-scope or high-dollar Term Contracts and Open Market non-delegated procurements for state agencies.
- Responsible for entering requisitions in system for the agency.
- Assist in identifying ways to improve Request For Proposals (RFP) development effectiveness and efficiency and implement.
- Evaluate and/or monitor vendor performance using a vendor performance matrix based on knowledge of prices, delivery, and information received from departments and Project Managers relative to product/work acceptability and vendor service.
- Supports Historically Underutilized Business (HUB) outreach. Prepare and review bid tabulates to determine lowest and best bids.
- Use guidelines, rules, policies and laws, prepares, reviews, and tracks purchase orders, and orders to verify accuracy, terminology, and specifications.
- Assist in preparing and distributes bid invitations to vendors. Prepare and process emergency purchases, maintain the status of requisitions and purchase orders.
Education
Bachelor of Science - Public Administration
Texas State University
San Marcos, TX12.2011
Skills
- General Management and Administration
- System Monitoring
- Policy Management
- Training and Development
- Documentation
- Training
- Strong communication
- Solid customer service experience
- Strong leadership experience
- Knowledge of general office equipment
- Bilingual
Certification
- Certified Texas Contract Developer (CTCD) / Certified Texas Contract Manager (CTCM), Texas Comptroller of Public Accounts - 4/2022 - 4/2025
Languages
Spanish
Limited Working
Timeline
Contract Administration Manager
Texas Lottery Commission
04.2020 - Current
Purchaser IV
Texas Department Of Housing And Community Affairs
12.2015 - 04.2020
Contract Specialist
Texas Military Department
04.2014 - 12.2015
Purchaser II
Office Of Attorney General Of Texas
05.2011 - 04.2014
Bachelor of Science - Public Administration
Texas State University
- Certified Texas Contract Developer (CTCD) / Certified Texas Contract Manager (CTCM), Texas Comptroller of Public Accounts - 4/2022 - 4/2025