Purchasing Manager/Administrator

JOB SUMMARY

The Purchasing Manager/Administrator’s job includes a variety of tasks and responsibilities, such as:

• Coordinate procurements to maintain adequate supplies, while maintaining detailed documentation of all purchases.
• Provide support to the M&R Department administrative, procurement, and management functions.
• Manage any customer equipment services, including billing and inquires. 
• Supervise, hire, fire, motivate subordinate M&R Department administrate and buyer staff.
• Responsible for purchasing, negotiating, and as necessary, expediting materials, equipment, spare parts, and supplies from vendors. 
• Managing procurement contracts with related confidential procurement or contract information. 
• Undertaking and/or supervising support staff for various administrative and support functions. 

NATURE AND SCOPE

The incumbent requires sound organizational and analytical skills, allowing for accurate preparation, interpretation, distribution, or action of reports, purchase documents, invoices/billings, and other related documentation. 

The incumbent requires sound judgment, and discretion is required when dealing with sensitive and confidential matters.

Purchasing has the responsibility to know the accepted business purchasing methods and know the purchasing policies and procedures of this business. Where not covered by policy or past practice the incumbent shall purchase with honesty and integrity ensuring the best outcomes for the business are met.

It is the responsibility of the person holding this position to know or quickly learn enough about all the products and services with which he or she will transact business and to buy those products or services with the most favorable terms and conditions within any time constraints.

The incumbent must become familiar with the people in this Organization with whom transactions will be conducted and to know enough about the business and products of this organizations to convey any unrestricted and required information accurately to suppliers. The Incumbent shall diplomatically seek further information or provide advise when more favorable terms and conditions might be possible.

The incumbent is responsible to know about the industry with which he or she deals. That knowledge should include who the major suppliers are, the economic status of those suppliers and any alternative suppliers.

The person holding this position shall work towards delivering a best-in-class maintenance service by actively seeking opportunities to improve safety, effectiveness and efficiency. The incumbent shall lead by example in the workplace by always correctly wearing the required PPE and enforcing same in the workplace for all visitors, vendors, colleagues and contractors.

The incumbent is responsible for warranty parts authorization/recovery/reimbursement on customer owned equipment when owned parts are utilized.

The position held requires mechanical aptitude and a good working knowledge of technical terminology, industry jargon, various equipment types, and repair techniques, which conform to client, industry, ISO and DOT standards. The understanding of equipment specification and design as proposed in the use, safety, operational requirements and constraints of the equipment and/or facility involved.

At times the incumbent is responsible to support other department personnel in determining the most suitable product or service to meet their needs, considering the objectives of the business. At times the incumbent must diplomatically instruct what data is necessary to obtain suitable goods or services.

It is the responsibility of the incumbent to find the best source to meet the business's objectives, to negotiate the most favorable agreement possible, and to prepare the documentation for that agreement in accordance with any laws and so that the agreement protects this business’s interest.

It is the responsibility of the person in this position to follow-up or expedite orders to see that they are delivered as scheduled. At times the incumbent may also be required to expedite orders for fastest possible delivery.

It is the responsibility of the incumbent to resolve discrepancies or negotiate settlements to the best possible long-term advantage of the business.

It is the responsibility of the incumbent to reconcile purchase orders, delivery orders, contractor/vendor timesheets and invoices and provide timely advice to the accounts payable department.

The person in this position shall maintain confidentiality in the business undertakings and take all practical steps to ensure confidentiality of pricing and favorable trading terms leveraged.

The incumbent may additionally be the custodian of other confidential, sensitive or critical business records. This might include certificates, bank guarantees, insurance proofs and the like.

The person in this position shall maintain longshoremen uniform ordering, tracking and recovery. The incumbent shall maintain longshore inventories and provide ad-hoc purchasing for other longshoremen activities.

The incumbent may additionally be required to perform vacation relief for other departmental managers.

ESSENTIAL FUNCTIONS

The following describes the general nature and level of work but is not intended to be a comprehensive list of all activities, duties, and responsibilities required of the job incumbent. Consequently, job incumbents may be asked to perform other duties as required. 

1. Directs, assigns, guides, and trains subordinate staff, interns, and/or temporary staff performing supportive work. 
2. Hires, fires, motivates, and disciplines subordinate staff and respond to grievances. 
3. Reviews and processes appropriate purchasing requests or inventory requirements to purchase orders. Obtains missing information, if required. 
4. Issues purchase orders to vendors ensuring compliance with purchasing policy or suitable risk mitigation is in place. 
5. Reviews and effectively communicates weekly open purchase orders anomalies.
6. Establishes and maintains data information, records, files, and reports in accordance with established policies and procedures guidelines.
7. Prepares and assists in all aspects of bids, requests for quotes or proposals, including gathering precise specifications from departments, supporting spreadsheets, comparisons, recommendations, and justifications; issues purchase orders. 
8. Participates in review and evaluation of bids or contracts, prepares award letters and purchase orders, prepares change orders, prepares progress claims, and maintains other purchasing contract files.
9. Provides liaison services between vendors and departments for order status, procurement procedures, and problem resolution. 
10. Prepares, researches, and reviews supply sources and vendors to seek out favorable prices, service, or terms. 
11. Diplomatically advises departments on cost effective alternatives.
12. Researches and helps to determine single source validity or when non-competitive sourcing is appropriate
13. Maintains data information, records, files, and reports in accordance with established policies and procedures guidelines.
14. Expedites shipping and deliveries.
15. Maintains inventories, raises inventory replenishment purchase orders. Monitors goods shortages and adjusts minimum stock quantities. Monitors for ordering in economic quantities, adjusts reorder quantities. 
16. Monitors and reports usage inconsistencies, price changes, and vendor back orders.
17. Validates, reconciles, and processes purchasing and receiving reports, vendor invoices, and other payment documents.

PHYSICAL REQUIREMENTS

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

1. Job Location 

• Indoor: office building, maintenance workshop and stores.

1. Environmental Conditions

1. Daily exposure to weather conditions, dirt, dust, loud noise, fumes, vibration, darkness or poor lighting, hazardous materials.

1. Physical Requirements

• Sedentary Work
  • Position requires sitting most of the time. Standing and walking are required occasionally. Position requires the ability to exert minimal force up to 10 pounds occasionally and minimal force to carry, lift, pull and otherwise move objects frequently.
• Walking and Standing
  • Ability to move freely about the office.
  • Must have the capacity to stand for a sustain amount of time when necessary.
• Repetitive Motion and Machine Operation
  • Ability to sustain continuous minimally strenuous body movements such as keyboarding.
  • Will be required to operate various office tools, instruments and machines (fax/copy machines, computers, etc.).
• Speaking, Hearing, Talking and Sight
  • Must be able to communicate efficiently, both orally and in writing.
  • Ability to receive information through oral communication.
  • Able to work in an office environment with a moderate noise level.
  • Requires clarity of vision with or without corrective lenses.

1. Ability to driving company vehicles 

1. On even and uneven surfaces, around heavy cargo handling equipment and construction zones.

JOB QUALIFICATIONS

EDUCATION

• High school graduate, purchasing diploma/degree. 
• Additional relevant study well regarded.

EXPERIENCE

• Minimum of 1-2 years proven work experience in purchasing and inventory control.
• Proficient experience with Microsoft Office Suite, along with ordering, inventorying, and reporting in inventory management/ purchasing software.
• Purchasing, logistics and/or warehouse experience.
• Technical or parts interpreting knowledge an advantage.
• Practical knowledge of general safety, health and environmental issues

SKILLS AND APTITUDES

• Analytical and critical thinking.
• Attention to detail.
• Strong negotiating and persuasion skills.
• Facilitate informed decision making.
• Excellent verbal and written communication skills.
• Act with a high level of integrity.
• Ability to thrive in high-stress and/or fast paced environment.

OTHER REQUIREMENTS

· Possession of a valid, unrestricted driver license and acceptable driving record.

• *Additional benefits: Fully-paid health insurance, 401(k) match up to 6% of eligible pay, 7% annual retirement contribution, and more!