Director, Office Services and Purchasing

Summary

The Director, Office Services and Purchasing helps keep our workplace running safely, smoothly, and with our people and business needs in mind. This role oversees facilities and property management, purchasing, and office services for the company’s New Jersey and Connecticut locations, serving as a trusted point of contact when building, vendor, purchasing, or office service needs arise. Success in this role means knowing who to call, how to coordinate, and how to follow through so issues are resolved quickly and effectively.

The Director works closely with property management companies, internal teams, vendors, and service providers to support safe, efficient, and well‑maintained facilities, including tenant‑related needs at the Parsippany location and urgent facilities matters that may require after‑hours attention. The Director also champions smart, ethical, and cost‑conscious purchasing practices. This includes supporting clear policies, procedures, and controls; protecting the company’s interests; and identifying practical ways to improve service, efficiency, and value across purchasing, property management, and office services.

• Serves as the primary point of contact for facilities and property management issues across company locations, including urgent and after‑hours needs, and coordinates timely resolution through internal teams, property management, vendors, and service providers.
• Oversees the condition, safety, and functionality of company facilities, including building systems, repairs, maintenance, cleaning, security, access controls, and related records.
• Coordinates with the property management company on building‑related matters, tenant communications, vendor response, emergency situations, capital improvement projects, and follow‑up to ensure issues are addressed promptly and appropriately.
• Reviews and approves repair quotes, building invoices, weekly disbursements, and related expenses for Delta Dental office space and 1639 Real Estate, ensuring accuracy and appropriate cost control.
• Reviews security and access reports, including weekend access, restricted‑area access, and quarterly access reviews for designated departments.
• Participates in annual audits related to purchasing, building operations, physical security, SOC, and HITRUST controls, and supports compliance with established procedures.
• Leads, delegates, and follows up with purchasing, facilities, office services, and mailroom staff to ensure work is completed accurately, efficiently, and in alignment with company needs.
• Oversees company purchasing activities to obtain cost‑effective goods and services, ensure appropriate authorization and documentation, and maintain legal, ethical, and policy‑compliant purchasing practices.
• Reviews and approves purchase orders, vendor setup, bid waivers, contracts, Concur invoices, Amazon orders, and other purchasing requests in accordance with company procedures.
• Negotiates with suppliers as needed and ensures agreements, purchase orders, contracts, and related documents are properly reviewed and approved by the appropriate business owner, Director, or Legal Department.
• Monitors supplier performance, purchasing processes, and business needs to identify cost efficiencies, anticipate issues, and recommend improvements.
• Prepares, approves, and monitors purchasing and building‑related budgets and keeps management informed of significant business, facility, supplier, or cost‑related developments.
• Oversees Office Services and mailroom operations, including mail processing, print and mail requests, Salesforce order fulfillment, meeting setup, offsite inventory, and the master key box.
• Uses applicable business systems and tools, including…