Program Procurement Specialist

4 weeks ago

New York, United States Lantern Community Services Full time
Job Title: Procurement Specialist

Status: Full-time, Mon - Friday (hours may vary)

FLSA Classification: Non-exempt

Job Location: Main Office, New York, NY

Will report to: VP of Finance

Hourly Range: $30.12 - $35.71

Objective:

Our procurement specialist will be a supply chain and logistics expert who will specialize in implementing cost-effective purchases of all goods and services, as required by the company. Ensuring quality control and adhering to the company's policies and procedures on supply chain management. An ideal candidate will be responsible for selecting suppliers, ensuring stock optimization, and providing guidance on sourcing and procurement processes. Additionally, The Procurement Specialist will be responsible for creating purchase orders (PO's), uploading invoices from Accounts Payable inbox, entering invoices into Purchase Order database and coding invoices in Tipalti software.

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Procurement:
  • Monitor agencies purchase order system and assist with day-to-day order placement of goods and services.
  • Monitor invoices that are sent daily and route invoices accordingly to their respective category.
  • Responsible for ensuring procurement activities abide by organizational/governmental regulations and guidelines.
  • Direct the accurate charging/allocation of discretionary spending to appropriate organizational cost center (s)
  • Serve as "interface" between Program staff and Finance staff to ensure procurement activities and required supporting documentation are processed in a timely manner.
  • Assist with design projects for furniture. This may entail contacting vendors to request quotes and other information. Assist with contractors, architects, designers, and others as appropriate.
  • Keep abreast and maintain updated competitive pricing for desired items to be purchased.
Technology:
  • Assist with Information Technology and Telecommunication vendors.
  • Assist Program staff to investigate procurements that relate to IT service issues, and all technology related repairs, technical issues such as preventative maintenance, direct program operations to open IT tickets for service request as needed.
  • Oversee invoice control for all mobile, telecom, and VOiP account (s) this includes software licenses, Wifi, TV, Phone and Internet service accounts.
  • Assist with IT with special projects as needed, this includes contacting vendors for pricing, invoices, verifying data, Estimated delivery times, information of end-of-life product, market research for IT related goods and services.
Additional Tasks:
  • Assist with oversite of LCS copy machine fleet and contracts. To ensure the account is current and avoid service disruptions.
  • Assist with placing orders for goods and supplies for the organization program operations as deemed necessary.
  • Assist with placing orders and monitoring par levels for main office supply and snacks, this includes storing and distribution and or placing items in the pantry, restocking as necessary.
  • Prepare invoices for payments on behalf of the organization; this includes recurring invoices for contractual goods and services; this also applies for day-to-day purchasing of goods and services.
  • Creating PO for credit card purchases; maintaining back up documentation for fiscal records and payment.
  • Provide recommendations for development and implement policies and procedures related to program operations.
  • Coordinate special projects and collaborate with consultants as needed.
  • Assist members of the Executive Team as needed.
Required Education and Experience:
  • Bachelor's Degree is required.
  • Proven experience managing supply chain operations.
  • In-depth knowledge of preparing and reviewing contracts, invoicing, and negotiation terms.
  • Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access).
  • Management and leadership skills.
  • Multi-tasking and time-management skills, with the ability to prioritize tasks.
  • Highly organized and detail-oriented.
  • Excellent analytical and problem-solving skills.


Work Environment: This job operates in an office environment.

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds.

Note:

Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services (Lantern) values the diversity of all our clients, staff, Board of Directors, and partners. By bringing diverse individuals and viewpoints together, we create more vibrant, healthy and just communities. Lantern welcomes individuals of all backgrounds and experiences regardless of race, ethnicity, national origin, color, sex, sexual orientation, gender identity or expression, age, marital status, political belief, pregnancy, religion, immigration status, veteran status, class, creed, mental or physical disability, and any other characteristic protected by federal, state, and local law.

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