Purchasing Coordinator

Job Description

Job Description

ABOUT THE BJCC

For over 50 years, the Birmingham-Jefferson Convention Complex (BJCC) has served as a premier entertainment destination attracting a broad array of events across a diverse collection of venues. Centrally located in the heart of Birmingham, Alabama’s Uptown Entertainment District, the BJCC campus includes Legacy Arena at the BJCC, the Coca Cola Amphitheater, Protective Stadium, BJCC Concert Hall, over 220,000 square feet of meeting & exhibition space, and City Walk BHAM, a 31-acre public outdoor space with a dog park, pickleball courts, skate park and much more. For more information visit

Summary/Objective

The Purchasing Coordinator provides administrative and operational support for the procurement functions at the BJCC. Support includes coordinating purchasing activities, processing purchase requisitions and purchase orders, maintaining procurement records, assisting with competitive quotations and bid specifications, and ensures timely delivery of goods and services. This position serves as a key liaison between departments, vendors, and Finance to facilitate efficient purchasing operations while ensuring compliance with organizational purchasing policies, applicable procurement laws, and established internal controls.

Essential Duties/Responsibilities

Demonstrates understanding and full performance ability in each of the following:

• Process purchase requisitions and approved purchase orders.
• Reviews purchase requests for completeness, approvals, budget coding and documentation.
• Coordinates with departments to clarify purchasing requirements, specification and purchasing document submission.
• Manages purchases to ensure delivery, quality and cost objectives are met.
• Assist with preparation of RFQs, RFP, and bid documents.
• Documents financial transactions by entering account information.
• Enforces specifications with respect to supplies, materials and equipment required; prepares invitations for bids and quotations; locates sources of supplies and place orders.
• Maintains purchase orders and records of contract expiration date; makes cost comparisons prepares purchase orders; assists in the disposal of unneeded or surplus equipment and materials.
• Assist with preparing annual bids for routine purchases to coincide with the fiscal year under the direction of the Director of Finance.
• Assist with annual bids, surplus property and capital procurement.
• Review purchase requests and invoices before processing.
• Process invoices for payment and gather purchasing information to assist the Director of Finance.
• Performs large mail-outs of information and other packages.
• Maintains the central office supply storeroom.
• Maintain confidentiality of procurement information.
• Supports continuous process improvement initiatives.
• Performs other duties as required.

Competencies Accountability, Interpersonal Skills, Customer Service, Communication, Active Listening, Conflict Management, Job Knowledge, Dependability, Financial Administration, Strategic Thought, Problem Solving, Budgeting, Ethical, Teamwork, Organizational Skills, Technical Skills, Contract Negotiations, Business Alignment, Fiscal Accountability, Learning and Development

Work Environment This environment is fast paced and moderately demanding. Work is typically performed indoors, in a temperature-controlled office setting.

Physical Demands

Duties require extended periods of sitting. Limited amount of physical effort such as walking, standing, climbing, bending, stooping, squatting, and kneeling. Ability to lift up to 30lbs with or without assistance, while maintaining good balance. Must be flexible enough to reach above shoulder level and be able to push and pull for brief periods of time. Visual acuity, speech recognition, and speech clarity.

Position Type/Expected Hours of Work This is a full-time position. Normally, Monday-Friday regular business hours.

Required Education and Experience

• Minimum of three (3) years related knowledge, experience, and skills in purchasing and accounting,

• Bachelor’s degree from an accredited college or university with emphasis in accounting or a related field is strongly preferred or a combination of purchasing experience for a governmental/public agency and education in lieu of degree.
• Valid State Driver License preferred.
• Experience with ERP or purchasing software preferred.
• Due to the significant fiduciary responsibilities of this position, the offer will be contingent on an additional satisfactory credit check.

• Demonstrates excellent time management and organizational skills with an attention to details.
• General knowledge of accounting principles and practices as related to procurement.
• Demonstrate the ability to apply basic mathematical skills to ensure accuracy in calculations and recordkeeping.
• Proficient in modern purchasing methods and procedures.
• The ability to prepare purchasing specifications.
• Exceptional understanding of applicable bid laws and Alabama Ethic laws ensuring compliance with all local, state, and federal laws.
• Ability to work ethically, maintain confidentiality and use sound judgement.
• Must possess superb verbal and written communication skills, with the ability to clearly speak and write Business English.
• Ability to establish and maintain effective relationship with vendors and the public.
• Ability to build effective relationships, both internally and externally, by representing BJCC in a professional manner in all endeavors.
• Ability to apply accounting principles to the maintenance of complex fiscal and accounting records.
• Must have excellent computer skills to include Microsoft Office and using spreadsheets and accounting software.
• Ability to strategically and critically think problem solve, plan and coordinate programs.