Purchasing Manager

1 week ago

New York, United States Neighborhood Association Full time
Job DescriptionJob Description

Title: Purchasing Manager

Reports to: Executive Director of Facilities and Project Management

Summary:

The Purchasing Manager is a qualified and motivated professional who directs the daily activities of the purchasing department, including vendor relations, bidding process, purchases of goods or services and inventory management. She/he works closely with the Office Managers to ensure that Purchasing requisition orders, inventory control procedures are set in accordance with the organization’s policies and funding sources requirements.

Responsibilities:

The Purchasing Manager is responsible for, but not limited to:

  • Participating in the development of purchasing and inventory policies and procedures.
  • Planning and organizing all purchasing activities for the organization.
  • Ensure compliance with internal control, polices, procedures and funding sources requirements for the purchase of goods and/or services.
  • Training and coaching office managers in the purchasing and inventory control process and system.
  • Monitoring and controlling inventory system in each site in coordination with site office manager.
  • Responsible for the preparation of RFP for bids and negotiation of service contracts.
  • Responsible for the solicitation of bids for all goods and services
  • Ensure seamless communication with site office manager and obtain inventory forms, purchase requisitions form and packing slip.
  • Ensure all purchase requisition forms are approved by Site Directors, Regional Directors or Division Executive Directors.
  • Ensure all purchase requisition forms are completed, approved and submitted to vendors.
  • Ensure all purchase requisition are verified, accurate and assigned a PO number by auditing clerks in finance division.
  • Ensure that auditing clerks receive completed purchase requisition forms, bids and justification for purchases of goods/or services.
  • Ensure all purchases of goods/or services are within the program’s authorized budget.
  • Responsible for communicating directly with funding sources for the approval of special purchases.
  • Responsible for negotiating pricing on behalf of the organization.
  • Ensure purchasing and inventory protocols are followed.
  • Ensure all purchases are within the allowed items approved by the funding sources.
  • Working diplomatically to solve problems in the purchasing department and any site.
  • Produce weekly, monthly, quarterly, and annual reports.
  • Ensures goods and or services are received in a timeline of delivery.
  • Troubleshoot with vendors or suppliers any issues with delivery, back orders or items not received.
  • Manage supplies database, purchasing records and related documentation.

Personal and Professional Qualifications:

  • At least three (3) years of increasingly responsible administrative experience.
  • Completion of a vocational/technical certification/licensure program in a related field is preferred; a High School Diploma/GED is required
  • NY Valid Driver License, if authorized to drive agency vehicle
  • Knowledgeable of site operations, office procedures, and inventory system.
  • Knowledge of funding sources standards
  • Proficiency in software applications, including word processing, spreadsheets, and databases
  • Commitment to the mission of NAICA, Inc.
  • Proven ability to work collaboratively well with diverse groups
  • Proven ability to handle multiple tasks effectively under pressure
  • Strong organizational skills, detail-oriented, and efficient
  • Maturity, integrity, and sound judgment
  • Excellent communications skills, both written and oral.
  • Strong critical thinking and negotiation skills

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