Procurement Coordinator/ Office Admin.

1 week ago

Covington, United States Design Studio,LLC Full time

Company Values

❖ Collaborative

  • Our team works together and is focused on the success of the company as a whole rather than creating competition between employees.

❖ Open Communication

  • Every employee has an important voice, and we encourage our team to speak openly to management with respect and honesty.

❖ Friendly

  • We enjoy spending time with each other and foster community within our company through authentic connections with each team member.

❖ Dedicated

  • We are serious about our work. It takes intense commitment from every employee to bring joy to our clients by creating incredible spaces.

The purchasing coordinator supports the design team in various administrative and coordination tasks related to the procurement process. The role of invoicing and paying bills is essential for maintaining the financial health and smooth operation of our organization.

Here are some key responsibilities of a purchasing coordinator:

  1. Vendor Communication: Acting as a liaison between the organization and vendors, handling inquiries, requests for quotes, and other communications.
  2. Purchase Order Management: Generating and processing purchase orders, ensuring accuracy in terms of quantities, prices, and delivery schedules. Submit claims and follow-thru until an agreed upon resolution has been completed.
  3. Supplier Relationship Management: Assisting with supplier evaluation, onboarding, and performance monitoring, including maintaining supplier databases and records.
  4. Price and Contract Negotiation Support: Assisting in negotiating pricing, terms, and contracts with suppliers.
  5. Documentation and Record Keeping: Maintaining accurate records of purchasing transactions, product tracking, and other relevant documents.
  6. Expediting Orders: Following up with suppliers to expedite orders and ensure timely delivery of goods and services.
  7. Quality Assurance: Assisting in quality control activities, such as inspecting received goods for compliance with specifications and resolving any discrepancies or issues.
  8. Reporting and Analysis: Assisting in the preparation of reports and analysis related to purchasing activities, such as spending trends, supplier performance, and cost savings opportunities.
  9. Vendor Invoice Processing: Receiving invoices from suppliers for goods and services provided. Verifying the accuracy and completeness of invoices, including matching them with purchase orders and receipts. Recording invoice details in the accounting system for tracking and reconciliation purposes. Routing invoices through an approval workflow to ensure proper authorization for payment.
  10. Design Fee Invoice Processing: Responsible for generating and sending out design fee invoices to clients based on the information provided by the design team and project manager. They ensure that invoices accurately reflect the services rendered, including any additional charges or expenses incurred during the design process.

Overall, the purchasing coordinator plays a crucial role in supporting the efficient and effective operation of the procurement function by handling various administrative tasks, facilitating communication with vendors, and ensuring compliance with procurement policies and procedures. The coordinator role of invoicing and paying bills is crucial for maintaining financial accuracy, vendor relationships, and regulatory compliance within an organization. It requires attention to detail, effective communication, strong organizational skills, and adherence to established processes and controls.

Candidate Requirements

● Detail oriented, very organized, self-motivated, effective time management with advanced computer skills. Understanding business documents such as proposals, invoices, purchase orders, confirmations, acknowledgements etc. and how they are used within a business.

● Thrives in a fast-paced environment and does not get distracted easily

● Critical thinker who can solve problems on their own

● Highly Proficient in Microsoft Excel and tech savvy enough to learn Ivy/Houzz (interior design project management software)

● Software proficient in basic website backend (no coding needed)

● Strong clerical skills for maintaining accurate records

● Excellent calendar management skills to ensure timely deliveries

 

Daily & Monthly Responsibilities

● Procurement and General Accounting

o  Place orders and make payments (ACH, CC, on portal, etc.) to vendors

o  Ensure that invoices match purchase orders and record payments in interior design project management software

o  Keep account files with payment terms up to date

o  Save all accounts payable documents in designated file locations

o  Track shipments to ensure timely deliveries and create and update project tracker with shipping status for all purchased goods

o  Monitor inventory levels and backordered products

o  Coordinate deliveries and installs with receiving companies and assist in facilitating smooth operations between freight companies and receivers

o  Regularly send updated project tracker to clients

o  Mark inventory as delivered in project management software and on project tracker

o  Invoice for design time to clients on a monthly basis or as needed

o  Keep track and make payments for all office recurring expenses (software subscriptions, utilities, rent, etc.).


● Develop, implement, and monitor day-to-day operational systems and processes that provide visibility into goals, progress, and challenges for key initiatives

o  Marketing, Inquiries, Client On-boarding, Client Off-boarding


● Build and maintain relationships with employees, external partners, clients and vendors

o  Communication pertaining to project scheduling & daily operations

o  Coordinate & set up meetings


● Plan, monitor, and analyze day-to-day performance of the operations to ensure efficient and timely completion of tasks

o  Review weekly schedule with team to keep everyone on track


● Implement strategic marketing plan

o  Ongoing maintenance of website and Houzz profile

 

Work Schedule

● Design firm is based in downtown Covington (207 E Lockwood Street, Suite A)

● 25-30 hour work week in person (not to exceed 30 hours) Monday through Friday, with a 30-minute lunch break

 

Compensation

● Hourly: $18-20/hr

Job Type: Part-time

Benefits:

·     None

Schedule:

  • Monday through Friday, 25-30 hours/wk


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