Employment Spot

Job Description

Job Description

Job Summary:  This position oversees purchasing activities by providing supplies, equipment and services in a timely and cost effective manner.  The candidate will also manage all aspects of pre-award and post-award contracting and subcontracting activities.  This position manages staff within the Mail Room and Facilities and reports to the Vice President Administration.

Job Responsibilities :

• Engages in day to day operations of the facility.

• Monitors and follows applicable laws and regulations.

• Selects, trains and assigns department staff.

• Develops standards of performance, evaluates performance, and/or initiates or makes recommendations for personnel actions.

• Negotiates, renegotiates, and administers contracts with suppliers, vendors, and other representatives.

• Reviews all leases for expiration dates, negotiates possible renewal or moves to new space.

• Responsible for capital expense purchases; advise, coordination, multi-vendor bidding, review, purchase, delivery, pick up and payment.

• Drafts, negotiates and finalizes contract and subcontract documents with Program Directors and/Administration to ensure consistency with the solicitation and proposal.

• Evaluates and monitors contract performance to ensure compliance with contractual obligations and to determine need for changes.

• Advises Program Directors and other appropriate personnel on contract management and policy compliance matters, provide direction for interpretation and application of conditions, remedies, indemnities, liabilities, and contract terms.

• Prepares and disseminates information regarding contract status, compliance, and modifications and develops contract management tools, templates, and processes for the engagement.

• Manages all aspects of construction projects; architects, floor plans and furniture vendors.

• Supervises central facility services such as mail room, reception, duplication, messenger delivery, food, supply orders and deliveries, repair calls and upgrades.

• Provides oversight of Facilities Management personnel by becoming familiar with the tasks to be performed regarding office maintenance, stock purchases and event coordination etc.

• Oversees all meeting requests and assigns appropriate personnel for proper set-up.

• Coordinates with building management on facilities issues and repairs; lack of heat complaints, plumbing, freight/passenger elevator issues.

• Oversees the repair call process for office, kitchen and security equipment.

• Maintains and reviews computerized or manual records of items purchased, costs, deliveries, product performance, and inventories.

• Supervises purchasing and bill authorization procedures.

• Prepares purchase orders, solicit bid proposals, and reviews requisitions for goods and services. Ensures that supplies and equipment are on hand as needed in a cost-effective manner.

• Develops and maintains information on supplies, equipment and vendors of various office products, and where possible, specialized products vendors.

• Ensures that supplies and equipment are on hand as needed in a cost-effective manner.

• Negotiates vendor and maintenance contracts to obtain supplies and equipment.

• Researches and evaluates suppliers based on price, quality, selection, service, support, availability, reliability, production and distribution capabilities, and the supplier's reputation and history.

• Analyzes price proposals, financial reports, and other data and information to determine reasonable prices.

• Monitor shipments to ensure that goods come in on time and resolve problems related to undelivered goods.

• Resolves problems associated with purchases, deliveries, tracking and billing.  Confers with staff, users, and vendors to discuss defective or unacceptable goods or services and determines corrective action.

Job Requirements

EDUCATION and EXPERIENCE:  

• Bachelor’s Degree in Business, Finance or related field,
• with a minimum of three years experience in purchasing or contract management. 

SUPERVISORY SKILLS:  

• Minimum of one year supervisory experience required.
• Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems
• Must be able to attend meetings, other out-of-office functions and travel by using public or private transportation or other conveyance. 
• Valid driver’s license, car registration and automobile insurance, as applicable.

PHYSICAL DEMANDS:  

• While performing the duties of this job, the employee is occasionally required to stand or walk, stoop, kneel, crouch or crawl. This position requires frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.
• Also, regularly required to sit, talk, hear, reach with hands and arms, and use hands to finger, handle, or feel. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.

COMPUTER SKILLS: 

• Able to perform data entry.  Must be computer literate with proficient skills in Microsoft Word and Excel.  Knowledge of computer databases desirable.
• While performing the duties of this job, the employee is occasionally exposed to outside weather conditions and risk of electrical shock as well as being exposed to moving, mechanical parts.
• The employee is occasionally exposed to toxic or caustic chemicals, fumes or airborne particles.  The employee is frequently exposed to risk of electrical shock.  The noise level in the work environment is usually moderate.

HOW TO APPLY
All applications must be submitted online through our website:

By Clicking "APPLY NOW" you will be directed to our website and the ability to apply. 

Make sure you upload your resume and complete the application.

No faxes, emails or calls.