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Purchasing & Facilities Analyst

2 months ago

Deerfield, United States Accreditation Association for Ambulatory Health Care Full time
About us:

AAAHC advocates for the provision of high-quality health care through the development and adoption of nationally recognized standards. We provide a valuable survey experience founded on a peer-based, educational approach to onsite review. The AAAHC Certificate of Accreditation demonstrates an organizations commitment to providing safe, high-quality services to its patientsevery day of the 1,095-day accreditation cycle.

Our offerings include a brand new, modern office environment, excellent benefits, fun employee events, complimentary snacks in the office, growth opportunities, and wellness programs.

Reporting to the CFO, the Purchasing & Facilities Management Analyst manages the procurement process for major AAAHC suppliers/vendors to ensure the organization is cost-effectively utilizing services, acquiring supplies, and ensuring compliance with expected levels of service. This role is also responsible for the day-to-day management of the AAAHC corporate facility. Key responsibilities include comprehensive organizational contract management including Request for Proposal (RFP) development and administration, facility and office equipment readiness and productivity, routine spend analyses, and vendor reviews to maximize organizational resources and investments while mitigating risk. This role provides subject matter and process expertise and collaborates closely with the Finance team and Legal division and routinely with organizational stakeholders.

Contract and RFP Review and Administration
  • Manage the contract management cycle including: evaluate proposed contracts to eliminate/avoid duplication or overlapping terms, analyze financial obligations, ensure internal vendor owners understand terms prior to contract execution or termination, and ensure alignment with budget or gain executive approval if unplanned.
  • Ensure timely renewal/non-renewal notifications are executed, investigating alternatives where appropriate. Collaborate with the Legal Department, Chief Financial Officer, and internal vendor owner(s) to support the contract review process and drive term consistency. Provide consultative guidance to management team on identification and selection of new major vendors/service providers and drive RFP development and review process through to vendor selection.
  • Manage the procurement cycle in identifying service suppliers through competitive pricing and contract monitoring; research and negotiate with external vendors to secure advantageous terms and procurement partnerships with key vendors.
  • Collaborate with management team to develop and monitor performance metrics for major service contracts (e.g., building, educational platforms, travel, equipment); generate management reports on contract utilization, performance, etc.
Routine Procurement, Spend Analyses and Facility Administration
  • Serve as primary building management liaison coordinating with landlord to ensure lease compliance including proactive communication of upcoming vendor work, deliveries, and required certificate of insurance submissions.
  • Process and monitor facility maintenance requests and service levels.
  • Coordinate security access with building and IT to provide employee card access based on organizational role.
  • In collaboration with the Front Desk, support onsite event needs to ensure facility readiness, access, and comfort.
  • Communicate with HR on building-related or organized events.
  • Implement emergency evacuation and safety measures with periodic all-staff communications to promote employee security and safety.
  • Establish controls over physical assets to drive accountability, employing best practices for asset identification, inventory counts, and retirement / disposals collaborating with IT and the Administrative Clerks. Maintain accurate records for capitalized and non-capitalized technology and office space equipment including laptops and peripheral equipment, freight and shipping devices, and copier equipment. Oversee routine office equipment maintenance and analyze usage.
  • Routinely evaluate shipping costs and methods to optimize spend, recommending shipping revenue adjustments as needed based on freight costs and margins. Maintain primary responsibility for freight out vendor contracts and platform administration. Collaborate with Front Desk for publications and certificates, and Marketing for exhibit booth equipment to understand shipping requirements.
  • In collaboration with the Manager, Finance & Administrative Services, establish office and kitchen supply policies and procedures including order and reorder process and points, inventory and usage monitoring, and identification of preferred vendor arrangements. Ensure purchase of office/kitchen supplies complies with contractual arrangements and evaluate new suppliers as needed to secure high-quality, timely and cost-effective buying.
  • Oversee travel management services in collaboration with Accounting Manager. Analyze utilization data, design and generate periodic dashboard reports; recommend policy / process improvements based on utilization, expense, and service analyses including preferred vendor recommendations.
  • Monitor policy compliance for purchasing activities throughout the organization.
  • Advise Senior/Staff Accountant of vendor changes to ensure NetSuite is up to date with authorized vendors and terminated vendors are deactivated.
  • Investigate vendor expense variances and trends to ensure full understanding and communication of expense performance. Contribute to the Executive dashboard through the compilation of key metrics including expense inputs and insights.
  • Support the Manager, Finance & Administration during forecast and budget cycles through development and delivery of department spend analyses and other reports that assist organization management in understanding cost drivers and trends.
  • Cross-train and provide back-up to other FIN team members to fill absences or during high-volume periods (e.g., expense reimbursement requests, payables, and accounts receivables.)
  • Other duties as assigned
Minimum Qualifications and Job-specific Competencies Required
  • Bachelors degree in Business Administration, Accounting or other business-related disciplines, or equivalent experience
  • Experience with sourcing and procurement techniques and vendor research
  • Minimum of 7 years of progressively responsible experience
  • Minimum of 5 years of procurement experience
  • Highly motivated and a self-starter; ability to work independently and collaborate well in teams
  • Strong analytical and problem-solving skills; financial acumen with attention to detail
  • Possesses sound judgment and critical thinking abilities that will produce solid recommendations and effective decision-making
  • Highly organized with the ability to develop a project plan and follow it to completion; ability to multitask and prioritize when working on multiple projects with different deadlines; effective project management skills
  • Good verbal and written communication to a wide variety of audiences that support the successful presentation of moderately complex ideas and information to a variety of audiences, including senior managers and industry groups/vendors
  • Demonstrates client service orientation with immediate and positive responsiveness to requests for assistance; exhibits a collaborative approach to all work
  • Microsoft Office Proficient (i.e., WORD, EXCEL, PowerPoint) with advanced Excel skills
Preferred Qualifications
  • Good knowledge of supplier or third-party management software
  • Project management and process improvement experience
  • Contract negotiation and review experience
  • Facility management knowledge
  • Familiarity with NetSuite
Excellent Benefits Including:

At AAAHC, we prioritize attracting talented individuals who embody our core values of collaboration/communication, accountability, respect, and excellence. We understand the significance of balancing personal life with work commitments and hence offer a comprehensive benefits package to support our team. Our offerings include:
  • A robust health benefits package with generously subsidized medical insurance, including FSA and HSA options, complemented by dental and vision coverage
  • Assurance of financial security with company-paid benefits such as short and long-term disability, employee life, and Accidental Death and Dismemberment (AD&D) policies.
  • An annual discretionary bonus, enhancing your financial prospects
  • Generous paid time off that appreciates and rewards your loyalty and tenure with the company - start at 4 weeks/year
  • 11 paid company holidays ensuring time for relaxation and family
  • Access to our Employee Assistance Program, supporting you in times of need
  • A 401(k) plan with a generous company contribution, supporting your future financial stability
  • Opportunities for continuous education, fostering personal growth and development
  • A "Dress for Your Day" policy, promoting comfort and individuality
  • Gym reimbursement, promoting wellness and health
  • Clear career advancement and growth pathways, recognizing your hard work and ambition
  • Rewarding employee referral bonuses for expanding our team
  • Public Service Loan Forgiveness (PSLF) eligible employer, enhancing financial wellness

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.