Purchasing Agent
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Primary Function:
- Performs a variety of administrative functions relating to the purchase of materials/ services and assists in negotiating non-complex contractual arrangements between Wills Eye Hospital and affiliated vendors.
Essential Duties and Responsibilities:
- Prepares and processes all required documentation pertaining to the purchase of Hospital materials and services using E-Requester platform other computer-based systems.
- Reviews and creates purchase orders in a timely manner (within 2 business days upon initial request) and accurately enters into E-Requestor platform.
- Monitors purchase orders in E-Requestor platform and if applicable, accrues expense(s) within the current accounting period.
- Interfaces with vendors and service affiliates to obtain missing invoices and submits to staff/department for processing via E-Requestor platform.
- Responds to internal order disruption inquiries within 1 business day (2 days for external departments) and works diligently to resolve issues.
- Ensures orders are placed with correct vendor/methods of procurement and ensures that terms of payment are documented correctly.
- Obtains appropriate W-9 documentation from Hospital service affiliates/vendors and matches with corresponding IRS records.
- Ensures that Hospital policies and best practices are adhered to guarantee the proper purchasing of materials and services.
- Prepares materials/supplies purchase orders, analyzes quotations and expedites deliveries /shipments.
- Maintains files/records of current and prospective suppliers pertaining to materials, prices, and delivery dates.
- Serves as subject matter expert on purchasing policies and procedures and effectively communicates internal standards to Hospital personnel.
- Assists with 1099 reporting.
- Upholds the confidentiality of proprietary information and takes all necessary precautions to prevent unauthorized disclosure of sensitive materials.
- Formulates and maintains effective working relationships with peers, vendors and management and functions as an effective team member.
- Performs additional administrative/clerical duties and responsibilities as requested.
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