Job Description
Oversee staff and ensure vendor contracts (with or without a purchase order) for completeness; business associate agreement (BAA) when applicable, Certificate of Liability, W9, etc. Synchronize with additional parties as needed (i.e. Contracts Director, Finance Director, legal) to get the contract signed and approved. Maintain organized filing system (electronic and/or paper) for all purchasing-related documentation and contracts. Synchronize and facilitate maintenance and other applicable end of term or life tracking. Verify purchasing requisitions for completeness including comparing items requested to standard list, clarifying unclear items, ensuring proper justification and approvals, recommending alternatives, etc. Track inventory levels as needed including minimum order quantities. Initiate requisition when inventory reaches minimum quantity levels. Process purchase orders to vendors; verifying terms and conditions are consistent to company standards. Edit purchase orders as needed. Monitor shipments to ensure that goods or services are delivered on time, and in the event of problems trace shipment and follow up on undelivered or damaged goods. Communicate to all applicable parties as necessary regarding specific orders or purchasing in general. Assist when purchasing issues or variances arise. Work with property management to ensure security deposit/LOC and operating expense information is correct. Work with accounting and property management to audit operating expense billing, both estimated prepayments and reconciliation to ensure accuracy. Maintain hard copy and electronic Master Lease files. Support Purchasing platform (Coupa) administrator for all back-end support and coding needs. Support System Administrator for all other department-supported platforms including: Travel platform (Navan) and internal online stores. Document process/procedures. Support and assist full cycle of vendor management via vendor search and selection, analyzing business requirements, contract negotiation, and continuous vendor evaluation to ensure best practices compliance and alignment with business objective. Understand and support the requirements of internal stakeholders procurement needs for a variety of products and services acquired from external suppliers and 3rd party vendors while determining the ideal number of vendors to meet the business needs without excess. Responsible for searching for ways to reduce cost to the company, such as evaluate cost of purchasing from various vendors to arrive at best deal. Evaluate and negotiate price, payment terms, and contract arrangements with vendors as well as assist internal managers in developing negotiation strategy and objectives. Act as a Liaison and communicate with vendors as a central point of contact for coordinating, reviewing, and finalizing contracts as required in coordination with management including conflict resolution. Write and review product specifications, maintain a working technical knowledge of the goods or services to be purchased. Conduct research to ascertain the best products and suppliers in terms of value, delivery, and quality including control spend, risk management, and build a culture of long-term saving on procurement costs. Manage various projects to include process improvement and technology projects to project completion. Research and engage viable vendors using procurement standards and best practices. Responsible for Travel management program and platform. Directly supervise, coach, mentor, and develop employees. Manage routines and other competencies. Interview, hire, and train employees. Plan, assign, and direct work duties and responsibilities for day-to-day tasks. Establish performance standards and objectives, monitor activities, validate transactions, provide strategic direction, and monitor work product. Appraise performance; reward and discipline employees addressing complaints and resolving problems. Exercise the usual managerial authority with respect to staffing, performance management, salary recommendations, and employee development. Provide feedback and counseling regarding performance and personnel issues as well as being responsible for monitoring employees’ time and attendance. Meet with staff weekly to review work requirements and assignments. Monitor and inspect completion of work. Provide technical assistance to staff in work methods. In-depth knowledge and experience contracting for professional services, staff augmentation, and outsourced services required. In-Direct experience negotiating and managing contracts which include Managed Services, Rates-based Services, and Build-Operate-Transfer Services contract scope and structure required. Experience with developing and implementing successful cost-saving initiatives required. 2+ years of experience in procurement and P2P systems required. 2+ years of office management experience with knowledge of management responsibilities, systems, and procedures required. Experience working in a mid-to-large global company required. Experience in collecting and analyzing data required. BA/BS Degree or a combination of education and work experience that demonstrates the attainment of the requisite knowledge, skills, and abilities required. Supervisory experience preferred. Experienced in sourcing, establishing, and managing procurement relationships, both direct and indirect, with both off-shore and out-sourced service providers preferred. Experience with developing and implementing successful cost saving initiatives preferred. Proficient in Microsoft Office Applications with particularly strong skills with manipulating, analyzing, and charting data in Excel. Ability to learn new systems and concepts quickly. Ability to work cooperatively and build strong relationships with peers and senior leadership locally and globally; sharing ideas and developing effective business processes in support of the company mission. Ability to collaborate and be comfortable dealing with ambiguity, influencing across multiple complex organizations, creating effective business partnerships. Demonstrated ability to lead teams in achieving or exceeding challenging targets. Demonstrated ability to make critical decisions and prioritize based on Procurement and business/functional goals. Demonstrated ability to lead multiple projects simultaneously and work under tight deadlines. Demonstrated ability to select, manage, develop, and coach others. Demonstrated influencing and communication skills to drive best practices. Flexible and responsive to change. Outstanding interpersonal skills to communicate effectively and confidently at all levels across the organization. Excellent verbal and written skills, with the ability to collaborate and communicate across the office spectrum, from vendor to executive. Required Experience and Competencies. Trainings to help support and advance your professional growth. Dental, Vision, HSA/FSA, Life and AD&D coverage, and more. EAP, travel assistance, and identify theft included.