Facilities Purchasing Supervisor

California, United States
Monday, 20 July 2020
End of advertisement period
Sunday, 20 September 2020
Contract Type
Full Time

Job Summary

The Purchasing Supervisor for Facilities reports to the Sr. Director for Facilities Services and Integrated Planning and leads the Facilities procurement program in compliance with all purchasing policies and procedures with the aim of reducing cost and meeting customers’ expectations of quality and schedule. The Purchasing Supervisor is responsible for all aspects of the procurement process from fulfillment of purchase requests through to payment as well as supporting service contract administration. With guidance from senior management, the Purchasing Supervisor defines and implements the strategic sourcing and environmentally preferable purchasing policies for Facilities. The position is the primary liaison with vendors/suppliers, internal customers, and functional peer groups such as Procurement, Stockroom, Design & Construction, Facilities Finance and Accounts Payable. The position supervises two Purchasing Associates.

Job Duties

  • Assume a leadership role in the direction, oversight, research, assessment, and execution of Facilities related procurement of materials and services
  • Supervise a team of buyers to ensure compliance with the Institute’s purchasing policies and procedures
  • Establish and maintain professional vendor relationships to create competitive advantage
  • Conduct market research and identify suppliers that can meet or exceed specifications
  • Integrate environmentally preferable purchasing into vendor identification and selection
  • Assist with strategic sourcing including profiling spend categories, conducting market analysis, selecting appropriate sourcing processes and negotiating with suppliers
  • Ensure material is purchased through a competitive bid process with qualified, low-cost suppliers that can meet quality, quantity and schedule requirements
  • Evaluate responses to solicitations and perform cost or price analyses to ensure satisfaction of customer requirements
  • Evaluate material requests and purchase orders in a timely manner for validity, accuracy and completeness
  • Communicate with suppliers and customers to develop technically sound procurement documents and update contracts/purchase orders as requested
  • Prioritize and expedite materials purchases as required
  • Establish clear, concise, and timely communication with customers and suppliers throughout the life cycle of each procurement transaction regarding the status of purchase orders and material requests and any changes to expected specifications, cost or schedule
  • Follow up and partner with customers to ensure ordered materials meet end-user quality, cost and schedule requirements
  • Coordinate returns with customers, stockroom, finance and vendors including processing credit memos and ensuring credits are properly recorded
  • Prepare and manage appropriate documentation to substantiate vendor selection and support the needs of both the Facilities department and the Purchasing Services department
  • Maintain fluency in all software systems including eProcurement (Jaggaer), integrated work management (AiM) and enterprise resource planning (Oracle)
  • Review and develop working knowledge of purchasing-related trends and best practices and make appropriate recommendations/changes to improve internal processes
  • Participate in developing and managing business analytics and reporting to support performance metrics and benchmarking
  • Complete other projects and/or duties as assigned

Basic Qualifications

  • Bachelor’s degree in business administration, procurement, supply chain management or a related field
  • A minimum of 5 years of procurement or relevant work experience
  • Excellent organizational skills, a high level of initiative, and the demonstrated ability to work in a collaborative hands-on environment
  • Exceptional customer service attitude, a willingness to meet high expectations, handle multiple tasks simultaneously and prioritize daily job requirements
  • Ability to follow standard processes in a high-volume environment while solving both routine and complex problems with an appropriate sense of urgency
  • Experience in applying best business practices in facilities related purchasing, and have a solid understanding of applicable laws, and government regulations
  • Demonstrated proficiency with eProcurement systems and advanced knowledge of Microsoft Office applications, and database tools
  • Excellent interpersonal and written communication skills

Preferred Qualifications

  • Purchasing experience in higher education or government
  • A strong working knowledge of facilities operations
  • Detailed knowledge of and experience with AiM, Jaggaer and Oracle software
  • Purchasing or procurement related professional certificates or memberships

Required Documents

  • Resume

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