Administration and Procurement Manager

2 weeks ago

New York, United States BUILDING MAINTENANCE SERV Full time
Job DescriptionJob Description

Department: GMSC Operations Technology

Title: Administration and Procurement Manager

Reports to: Divisional VP – Operations

Location: 11 Penn Plaza

General Purpose of Job/Summary:

The Operation’s Technology team is seeking a motivated and detail-oriented individual to join our team, specializing in security integration. In this role, you will provide essential support to ensure the smooth operations of our security integration department. Your primary responsibilities will include managing documentation, assisting with project coordination, procurement and inventory of materials received and delivered, and supporting the team in various administrative tasks. The position provides an opportunity to gain valuable experience in the security integration industry and offers potential for growth and advancement within the organization.

Primary Duties and Responsibilities:

  • Provide general administrative support to the security integration department.
  • Assist in the management and creation of documentation, including filing, organizing, and maintaining project files, reports, and records.
  • Develop sound, cost-effective strategies for the purchasing of materials used in the business.
  • Maintain relationships with suppliers while continually scouting for additional vendors.
  • Evaluate operations while seeking ways to improve and enhance the quality of products purchased and the timeliness of deliveries.
  • Communicate with management regularly regarding the efficient flow of goods and services affecting projects.
  • Maintain Supplier and Customer contracts, monitor product inventory levels across locations and place additional orders according to customer demand.
  • Develop risk management procedures to mitigate losses in the event of product shortages.
  • Assist with project coordination, including updating project trackers, monitoring progress, communicating with stakeholders, updating databases, spreadsheets, and other relevant systems.
  • Act as a point of contact for internal and external stakeholders, providing timely and professional assistance and information.
  • Invoice processing, expense tracking, and monitoring and processing work orders.
  • Maintain confidentiality and handle sensitive information with discretion and professionalism.
  • Create and submit cost schedules and proposals to clients.

Basic Qualifications:

  • Basic understanding of security integration concepts and terminology is beneficial.
  • Proficient in using office productivity software such as Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Smartsheet.
  • Excellent organizational skills and attention to detail.
  • Strong verbal and written communication skills.
  • Ability to multitask and prioritize tasks effectively in a fast-paced environment.
  • Strong problem-solving and decision-making abilities.
  • Ability to work independently with minimal supervision as well as in a team environment.
  • Professional demeanor with a customer service-oriented approach.
  • Familiarity with basic accounting and invoice processing is a plus.

Education / Experience:

  • Bachelor’s degree in business administration or a related field.
  • 5 years of purchasing/procurement experience preferred.
  • Knowledge of the industry and market preferred.

GMSC Security is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, religion, color, national origin, gender, gender identity, sexual preference, age, status as a protected veteran, or status as a qualified individual with a disability.

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