Procurement Specialist

6 days ago

San Leandro, California, United States San Leandro Boys & Girls Club Full time
Job Description

Job Title: Procurement Coordinator

Organization: San Leandro Boys & Girls Club

Location: San Leandro, CA

Department: Programming

Reports to: Program Resource Manager

Direct Reports: N/A

Exempt Status: Exempt

Position Type & Pay Rate: Full-Time (40hrs)/$50,000 -$70,000


About San Leandro Boys & Girls Club:

The San Leandro Boys & Girls Club is a leading provider of youth services, dedicated to inspiring young people to achieve their full potential in a safe and supportive environment. With a rich history spanning over 75 years, we offer a wide range of programs to youth ages 4 to 18, including after-school programming, school break day camps, and summer camps.


Why Work with Us:

At San Leandro Boys & Girls Club, we are committed to providing a nurturing and supportive atmosphere where our staff can grow and thrive. We offer a dynamic work environment that promotes collaboration, innovation, and professional development. Our team is passionate about making a positive impact on the lives of young people, and we are seeking like-minded individuals to join our team.


Position Overview:

The Procurement Coordinator plays a critical role in managing inventory and purchasing for our after-school programs. This position involves sourcing and acquiring supplies and equipment, requiring strong computer and data analysis skills to evaluate products based on quality, price, and serviceability. The coordinator will also prepare necessary documentation and maintain communication with relevant parties.


Key Responsibilities & Essential Functions:

  • Sourcing and Supplier Management:
    • Identify, evaluate, and negotiate contracts with potential suppliers.
    • Ensure timely replenishment of supplies by coordinating with vendors and considering lead times.
    • Ensure new vendor compliance with all requisite paperwork to engage in provision of goods and services and banking information to receive payment.
    • Maintain strong vendor relationships to facilitate efficient procurement processes.
  • Inventory Management:
    • Oversee inventory levels and implement control measures to prevent shortages or overstock situations.
    • Maintain accurate purchase records and ensure compliance with finance policies.
    • Conduct periodic inventory audits in collaboration with the Site Support Manager.
    • Act as a liaison between San Leandro Boys & Girls Club and vendors for supply issues, returns, or reimbursements.
  • Purchasing:
    • Place orders and assign purchase orders for supplies based on usage rates.
    • Demonstrate crisis management skills to efficiently address supply-related issues as they arise.
    • Facilitate appropriate approvals of Purchase Orders to initiate purchases and assurances that purchase orders are correctly coded and matched to invoices submitted for payment.
  • Cost Analysis and Budgeting:
    • Analyze procurement processes to identify cost-saving opportunities through vendor negotiation.
    • Assist in the development and monitoring of procurement budgets.
  • Cross-Functional Collaboration:
    • Collaborate with various teams, including program & design, club sites, Area Directors, and finance, to streamline procurement processes and enhance efficiency.
    • Procure supplies for programming needs in coordination with the Director of Design & Curriculum.
    • Train new staff in the use of Ramp procurement and purchasing system.
  • Documentation and Compliance:
    • Maintain accurate procurement records and ensure compliance with regulations and policies.
    • Work with the Finance department for payment processing and invoice reconciliation for audits.


Requirements:

Qualifications & Experience:

  • 4-year degree preferred, but not required
  • 2 years of related/relevant experience monitoring inventory
  • Clean DMV record

Knowledge, Skills, & Abilities:

  • Excellent communication and interpersonal skills, with strong working relationships at all staff levels.
  • Strong organizational skills and attention to detail, with the ability to manage multiple tasks and projects simultaneously.
  • Familiarity with using technology tools for inventory management and communication.
  • Proficient in managing data related to inventory management.
  • Ability to work independently with minimal supervision.
  • Ability to manage budgets, prioritize daily tasks, and maintain focus on long-term goals.
  • Proficient in Microsoft 365 (Excel, Word, Outlook, OneNote, and Planner) and Ramp.

Competencies:

Change Management: Identifies and leads change; models adaptability; helps to implement new behaviors; sustains change within the culture, processes, and structures.

Communication: Articulate thoughts and express ideas effectively using oral, written, visual, and non-verbal communication skills, and listening skills to gain understanding.

Systems: Proficient use in third-party procurement and payment systems (i.e., Ramp, Concur)

Emotional Intelligence: Demonstrates self-awareness and empathy in interpersonal relationships.

Adaptability: Ability to adapt to changing situations and needs within a fast-paced environment.

Creative Problem Solving: Finds creative solutions to inventory challenges.

Goal Setting and Achievement: Exhibits proficiency in setting high expectations, monitoring progress, problem-solving effectively, holding others accountable, and adjusting plans based on data. Additionally, adept at identifying root causes for challenges and implementing effective solutions.


Work Environment & Physical Demands:

  • Frequently required to stand.
  • Frequently required to walk.
  • Frequently required to sit.
  • Continually required to utilize hand and finger dexterity.
  • Occasionally required to climb, balance, bend, stoop, kneel or crawl.
  • Continually required to talk or hear.
  • Occasionally exposure to outside weather conditions.
  • Occasionally exposure to bloodborne and airborne pathogens or infectious materials (Communicable diseases in an office environment including COVID-19, common cold, and flu viruses. Negative TB screen required).
  • While performing the duties of this job, the noise level in the work environment may vary, light to moderate.
  • The employee must occasionally lift and/or move more than 50 pounds.


The above description is intended to describe the general content and requirements for the performance of this job. It is not an exhaustive statement of duties, responsibilities, or physical requirements. Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time, nor does it change your status as an at-will employee. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.


The San Leandro Boys & Girls Club is committed to diversity and inclusion and is an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, creed, religion, disability, sex, age, ethnic or national origin, marital status, sexual orientation, gender identity or presentation, pregnancy, genetics, veteran status or any other status protected by state or federal law. We encourage individuals from all backgrounds and experiences to apply. All employment decisions are based on qualifications, merit, and business needs.

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