Purchasing Coordinator

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Expedites purchase orders to meet company’s requirements and/or to improve supplier performance where necessary.
• Aids in placing purchase orders within delegated authority or as directed.
• Solicits and evaluates competitive quotes for best, overall value in meeting company’s requirements.
• Collaborates with the collection and updating of contractors' billable rate schedules for the department.
• Enters the approved updates into the enterprise purchase order software system on an annualized basis or as required.
• Negotiates vendor pricing for lowest, total cost and actively seeks price reductions as warranted by market conditions or as directed.
• Records all negotiated reductions for departmental activity records.
• Administers the company’s Corporate Visa Card program.
• Coordinates the initial, cardholder training and assists cardholders with problem resolution as required.
• Maintains the card program for maximum effectiveness.
• Performs administrative duties for the department such as, but not limited to: distributing inbound/outbound mail, acquiring W-9's for new and existing suppliers/contractors, printing and/or electronic distribution of purchase orders, preparing company’s contractual agreements for execution, corresponding internally/externally via telephone, e-mail, virtual platforms like Microsoft Teams, etc., creating spreadsheet and database reports, filing, archiving, answering phones and taking messages, greeting visitors, etc.
• Enters data into the enterprise purchase order and contract database software systems.
• Collaborates in the coordination of information transfer between suppliers and company.
• Reviews purchase order acknowledgments for conformance to purchase order requirements and advises of unfavorable variances to the company’s internal stakeholders.
• Maintains valid insurance certificates, general contractor’s license certificates and other associated documents, in accordance with company’s contractual agreements. Verifies correctness of certificates and updates the contract database software system accordingly.
• Prepares bid solicitation packages as directed and facilitates the electronic collection of competitive bid submittals on a timely basis.
• Collaborates in the organization of pre-bid and post-bid meetings (virtual and onsite) between bid participants and company’s internal stakeholders.
• Registers sealed bid submissions and releases the bid documents to the respective buying representative for evaluation.
• Organizes the bid records with metadata in Microsoft SharePoint.
• Affirms supplier/contractor information on the applicable diversity classifications, pursuant to the company’s environmental, social and governance program.
• Collaborates in the resolution of pricing, quality, quantity or timeliness issues between suppliers and company’s internal stakeholders, on an as-needed basis.
• Prepares various departmental activity reports and assists with the data analysis accordingly.
• Affords assistance with ordered merchandise returns or exchanges.
• Updates emergency contact directories for key suppliers and contractors as necessary.
• Affords assistance with other related duties and responsibilities as may be directed.

EDUCATION AND EXPERIENCE

• Bachelor’s degree in business, supply management or equivalent is required.
• Three or more years of related experience is preferred.

SKILLS

• Computer literate and accomplished in Microsoft application software for word processing, spreadsheet, and database.
• Accomplished in performing arithmetical calculations accurately and rapidly.
• Excellent communication skills in addition to exceptional organizational skills are required.