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Acquisition Coordinator

2 months ago

Hattiesburg, Mississippi, United States Hattiesburg Convention Commission Full time
Job Overview

DEPARTMENT: Administration/Accounting

LOCATION: Primarily based at the designated convention center; however, duties may necessitate travel to various facilities managed by the organization.

SHIFT: Full-time: Minimum of 40 hours per week, typically Monday to Friday; however, hours may vary and may include evenings, weekends, and holidays as required.

REPORTS TO: Director of Accounting

POSITION SUMMARY: The Procurement Specialist is tasked with the timely acquisition of goods and services critical to the operational needs of the organization. This role involves liaising with suppliers, maintaining precise records of transactions, and assisting the Accounting department in fulfilling its goals effectively.

KEY RESPONSIBILITIES:

  • Generate and manage purchase orders based on departmental requisitions.
  • Confirm specifications, quantities, and pricing of ordered goods/services.
  • Collaborate with suppliers to ensure prompt delivery of products and services.
  • Engage with vendors to obtain pricing, negotiate terms, and address any order-related issues.
  • Foster and maintain professional relationships with suppliers to streamline purchasing processes.
  • Assess vendor performance and suggest improvements as necessary.
  • Conduct regular inventory assessments and resolve any discrepancies.
  • Identify opportunities for inventory optimization and cost reduction.
  • Keep accurate records of purchases, pricing, and deliveries.
  • Ensure adherence to company policies and state purchasing regulations.
  • Assist in preparing financial reports and responding to auditor inquiries.
  • Support the maintenance of accounting files and perform general administrative tasks as assigned.
  • Occasionally provide assistance to other departments as needed, promoting a collaborative work environment.
  • Support the organization's vision for all its facilities.

QUALIFICATIONS:

Education and Experience:

An associate degree in Business Administration, Accounting, or a related field is preferred, along with a minimum of one year of experience in a similar role.

Essential Job Requirements:

  • Must possess a valid driver's license and meet eligibility criteria for driving during work-related tasks.
  • Reliable transportation is required for necessary travel.

Knowledge and Skills:

  • Due to the sensitive nature of this position, confidentiality and accuracy are paramount.
  • Strong organizational skills and attention to detail are essential.
  • Ability to maintain accurate records in compliance with established procedures and state laws.
  • Proficiency in Microsoft Office, especially Excel.
  • Capability to work under pressure and adapt to varying hours, including nights and weekends as needed.
  • Strong negotiation skills and the ability to establish effective working relationships with colleagues and vendors.
  • Ability to work independently with minimal supervision.
  • Excellent verbal and written communication skills are required.