Purchasing Manager - New York, United States - Neighborhood Association

Description

Job Description

Title: Purchasing Manager

Reports to: Executive Director of Facilities and Project Management

Summary:

The Purchasing Manager is a qualified and motivated professional who directs the daily activities of the purchasing department, including vendor relations, bidding process, purchases of goods or services and inventory management. She/he works closely with the Office Managers to ensure that Purchasing requisition orders, inventory control procedures are set in accordance with the organization's policies and funding sources requirements.

The Purchasing Manager is responsible for, but not limited to:

• Participating in the development of purchasing and inventory policies and procedures.
• Planning and organizing all purchasing activities for the organization.
• Ensure compliance with internal control, polices, procedures and funding sources requirements for the purchase of goods and/or services.
• Training and coaching office managers in the purchasing and inventory control process and system.
• Monitoring and controlling inventory system in each site in coordination with site office manager.
• Responsible for the preparation of RFP for bids and negotiation of service contracts.
• Responsible for the solicitation of bids for all goods and services
• Ensure seamless communication with site office manager and obtain inventory forms, purchase requisitions form and packing slip.
• Ensure all purchase requisition forms are approved by Site Directors, Regional Directors or Division Executive Directors.
• Ensure all purchase requisition forms are completed, approved and submitted to vendors.
• Ensure all purchase requisition are verified, accurate and assigned a PO number by auditing clerks in finance division.
• Ensure that auditing clerks receive completed purchase requisition forms, bids and justification for purchases of goods/or services.
• Ensure all purchases of goods/or services are within the program's authorized budget.
• Responsible for communicating directly with funding sources for the approval of special purchases.
• Responsible for negotiating pricing on behalf of the organization.
• Ensure purchasing and inventory protocols are followed.
• Ensure all purchases are within the allowed items approved by the funding sources.
• Working diplomatically to solve problems in the purchasing department and any site.
• Produce weekly, monthly, quarterly, and annual reports.
• Ensures goods and or services are received in a timeline of delivery.
• Troubleshoot with vendors or suppliers any issues with delivery, back orders or items not received.
• Manage supplies database, purchasing records and related documentation.

Personal and Professional Qualifications:

• At least three (3) years of increasingly responsible administrative experience.
• Completion of a vocational/technical certification/licensure program in a related field is preferred; a High School Diploma/GED is required
• NY Valid Driver License, if authorized to drive agency vehicle
• Knowledgeable of site operations, office procedures, and inventory system.
• Knowledge of funding sources standards
• Proficiency in software applications, including word processing, spreadsheets, and databases
• Commitment to the mission of NAICA, Inc.
• Proven ability to work collaboratively well with diverse groups
• Proven ability to handle multiple tasks effectively under pressure
• Strong organizational skills, detail-oriented, and efficient
• Maturity, integrity, and sound judgment
• Excellent communications skills, both written and oral.
• Strong critical thinking and negotiation skills