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Procurement Administrative Coordinator
2 months ago
GENERAL OVERVIEW:
The Procurement Administrative Coordinator plays a vital role in supporting the operational functions of VIA's Procurement Division. This position is responsible for managing public procurement documentation, facilitating vendor payment processes, and maintaining comprehensive records while ensuring confidentiality of sensitive information.
KEY RESPONSIBILITIES:
1. Provide essential administrative and clerical assistance to the Procurement team.
2. Draft and finalize correspondence using computer software.
3. Compile data, generate detailed reports, and maintain accurate records.
4. Order and monitor office supplies.
5. Update and manage standard departmental documents.
6. Handle incoming communications, including phone calls and messages, ensuring accurate routing and response.
7. Greet and assist visitors and guests.
8. Sort and distribute incoming mail.
9. Track renewal insurance certificates and coordinate with the Contracts Specialist for proper filing.
10. Organize and maintain departmental files, including fuel purchases and contracts.
11. Keep the supplier/vendor database current.
12. Oversee the Procurement and Travel Card Program, including monthly reconciliations.
13. Request Dunn and Bradstreet reports for Procurement staff as needed.
14. Collaborate with various departments to ensure accurate reporting and reconciliations.
15. Maintain logs for Technology and Innovation (TI) licenses and software agreements, conducting monthly reconciliations with TI staff.
16. Update logs for all Procurement requests submitted for processing.
17. Assist with document scanning as needed.
18. Provide support to the Manager of Contracts with additional tasks and projects as assigned.
EDUCATIONAL BACKGROUND AND EXPERIENCE:
A high school diploma or GED is required, along with relevant business education and a minimum of two years of related experience. Equivalent combinations of education and experience may be considered.
SKILLS AND QUALIFICATIONS:
Proficiency in Microsoft Office Suite (Word, Excel, Access) and other relevant software is essential. Candidates should possess strong analytical skills for data interpretation and error diagnosis, along with the ability to operate standard office equipment. Excellent verbal and written communication skills, attention to detail, and strong interpersonal abilities are crucial. A commitment to quality, productivity, and exceptional customer service is expected. Bilingual abilities (English/Spanish) are a plus.
PHYSICAL DEMANDS:
The role requires mobility, the ability to bend, stoop, stand, reach, and occasionally lift items weighing between 5-25 pounds, such as files and office supplies.
WORK ENVIRONMENT:
This position operates within a typical office setting, with responsibilities that involve managing multiple priorities and meeting deadlines.
VIA Metropolitan Transit is an Equal Opportunity/Affirmative Action Employer.
