Purchasing and Contract Coordinator

SUMMARY Employee primary duties are ordering and processing purchasing requisitions for all necessary supplies in all functions of Facility Services utilizing the proper budget coding as defined The secondary duties include coordinating and managing all vendor accounts and contract negotiations in the best interest of the University insuring all invoicing match the contract scope Performs standard clerical office work and provides coverage as necessary administrative duties for the department in answering telephones responding to inquiries along with assisting external and internal customers Perform manual tasks such as covering shipping and receiving when the Receiving Clerk is out of the office This position will maintain the departments inventory systems related to key areas of Facilities operations including housekeeping supplies and maintenance supplies Will be responsible for report generation of the Work order system and its functions as it relates to ordering supplies in the completion of task as assigned to facility employees Assist in maintaining the campuses insurance liability and risk records including Certificate of Insurance for on and off campus events related to visiting schools colleges or universities and fleet vehicle records and insurance documents Tasks normally are accomplished within well defined procedures with occasional non routine administrative work involved ESSENTIAL DUTIES AND RESPONSIBILITES Regular attendance required working a set schedule of hours that correlates to the University needs Perform general office duties including answering phones record keepings and customer service skills Efficiently effectively and accurately enters purchase requisitions and tracks minor budgetary accounts Develop and maintains project cost reporting as needed by the Facilities and Finance Departments Maintains on going filing system and detailed records Prepares reports and correspondences as directed may be responsible for writing and maintaining schedules within Facility Services Responsible for being knowledgeable about Facilitys departments policies and procedures Professionally represent the Facilitys department in interactions of faculty staff students and community Accurately and efficiently codes incoming invoices and track contract cost May coordinate meetings within Facility employees for projects related to required purchases for projects Operate warehouse equipment such as forklift pallet jack and hand truck;

operate motor vehicles such as trucks and vans Maintains confidentiality Has daily communication with the Director of Facility Services and may perform other duties as assigned QUALIFICATIONS To perform this job successfully an individual must be able to perform each essential duty satisfactorily The requirements listed below are representative of the knowledge skill andor ability required Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions EDUCATION andor EXPERIENCE High School diploma or GED required At least two years related experience in office clerical or data processing purchasing andor training;

or equivalent combination of education and experience SKILLS andor ABILITIES Should have strong organizational and communication skills and be able to multi task and adapt to changing needs Adept at learning and using online web search browsers software programs to include Microsoft Office Excel products and purchasingreceivingrequisition Work order and key inventory system software Effective phone etiquette skills with demonstrating abilities working with all campus employees students and community persons Understand and follow oral and written directions Be self motivated and work independently with minimal direction Lift or assist in lifting boxesparcels weighing 75 lbs or more Must establish and maintain effective working relationships within the department LANGUAGE SKILLS Ability to read and write documents procedures supply specifications and general correspondences Ability to write routine reports develop spreadsheets and e mail correspondence Ability to speak effectively with groups of…