Purchasing Agent

Job Title

Performs a variety of administrative functions relating to the purchase of materials/services and assists in negotiating non-complex contractual arrangements between Wills Eye Hospital and affiliated vendors.

• Prepares and processes all required documentation pertaining to the purchase of Hospital materials and services using E-Requester platform other computer-based systems.
• Reviews and creates purchase orders in a timely manner (within 2 business days upon initial request) and accurately enters into E-Requestor platform.
• Monitors purchase orders in E-Requestor platform and if applicable, accrues expense(s) within the current accounting period.
• Interfaces with vendors and service affiliates to obtain missing invoices and submits to staff/department for processing via E-Requestor platform.
• Responds to internal order disruption inquiries within 1 business day (2 days for external departments) and works diligently to resolve issues.
• Ensures orders are placed with correct vendor/methods of procurement and ensures that terms of payment are documented correctly.
• Obtains appropriate W-9 documentation from Hospital service affiliates/vendors and matches with corresponding IRS records.
• Ensures that Hospital policies and best practices are adhered to guarantee the proper purchasing of materials and services.
• Prepares materials/supplies purchase orders, analyzes quotations and expedites deliveries /shipments.
• Maintains files/records of current and prospective suppliers pertaining to materials, prices, and delivery dates.
• Serves as subject matter expert on purchasing policies and procedures and effectively communicates internal standards to Hospital personnel.
• Assists with 1099 reporting.
• Upholds the confidentiality of proprietary information and takes all necessary precautions to prevent unauthorized disclosure of sensitive materials.
• Formulates and maintains effective working relationships with peers, vendors and management and functions as an effective team member.
• Performs additional administrative/clerical duties and responsibilities as requested.