Purchasing Coordinator

SUMMARY:

Coordinates various purchasing and contract administration activities for the Purchasing Department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

• Expedites purchase orders to meet company’s requirements and/or to improve supplier performance where necessary.
• Assists in placement of purchase orders within delegation of authority or as directed.
• Solicits and evaluates competitive quotes for best, overall value in meeting company’s requirements.
• Coordinates 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. Monitors the card program for maximum effectiveness.
• Performs administrative duties for the department such as, but not limited to: distributing inbound/outbound mail and facsimiles, 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.
• Coordinates information transfer between suppliers and company. Reviews purchase order acknowledgements 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. Coordinates the 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.
• Assists the department in acquiring and maintaining supplier/contractor information on the applicable diversity classifications, pursuant to the company’s environmental, social and governance program.
• Coordinates problem resolution of pricing, quality, quantity or timeliness between suppliers and company’s internal stakeholders, on an as-needed basis.
• Prepares various departmental activity reports and assists with the data analysis accordingly.
• Assists with ordered merchandise returns or exchanges.
• Updates emergency contact directories for key suppliers and contractors as necessary.
• Assists 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 year’s related experience is preferred. Must be computer literate and accomplished in Microsoft application software for word processing, spreadsheet, and database. Must be proficient and accurate with data entry in client-server enterprise systems. Must be able to perform arithmetical calculations accurately and rapidly. Excellent communication skills in addition to exceptional organizational skills are required. 

CERTIFICATES, LICENSES, REGISTRATIONS

• Must have a valid Driver License. Alabama Notary Public certification will be helpful.