Procurement Administrator

Alutiiq • Cleveland, OH

1d

About The Position

The Procurement Administrator supports the Technical Information, Administrative, and Logistics Services (TIALS) Contract, at NASA Glenn Research Center in Cleveland, OH. Responsible for coordinating, executing, and monitoring procurement, invoicing, and government property administration activities in support of Alcyon Technical Services (JV), LLC (ATS) under the TIALS 2 contract. This position ensures timely, cost‑effective, and compliant acquisition of goods and services while maintaining accurate financial, property, and procurement records. The role interacts frequently with internal stakeholders, vendors, and NASA representatives to support operational needs, financial reconciliation, reporting requirements, and contract compliance. Assess current and projected company needs, including environmentally preferred (green) purchases, and coordinate requirements with requesting departments. Prepare purchase orders based on approved purchase requests submitted by Technical Representatives and management. Place orders with vendors in accordance with Alcyon Technical Services (JV), LLC (ATS) terms and conditions. Review all vendor invoices for completeness, accuracy, proper approvals, correct project numbers, and appropriate account codes. Process vendor invoices for payment, including recording them in the CostPoint Procurement System. Confirm cash discount opportunities and validate payment terms. Reconcile and process corporate credit card statements in Concur. Prepare and remit State of Ohio sales and use tax payments. Respond to vendor inquiries in a timely and professional manner. Reconcile vendor statements, investigate discrepancies, and resolve issues. Process monthly journal entries for merchant account (GSA) payments and cash receipts; monitor monthly activity and reconcile variances. Prepare and analyze Other Direct Cost (ODC) reports; participate in monthly ODC forecasting meetings and annual budget planning sessions. Generate the monthly ODC report required for the NASA 533 cost report deliverable. Conduct market surveys to determine the availability of services needed to support Technical Information, Administrative, and Logistics Services 2 (TIALS‑2) customers. Maintain the TIALS‑2 checkbook and related tracking documents. Prepare Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Invitations for Bids (IFBs). Review and evaluate bid submissions using cost analysis methods to ensure compliance with established criteria. Establish new vendor accounts and coordinate credit setup. Match receiving reports and vendor invoices to purchase orders and route for payment. Administer Laundry and Clean Room Services contracts. Prepare travel advances, review travel documentation for accuracy, route for approval, and audit employee expense reports. Obtain Contracting Officer approval for instrumentation purchases and prepare DD Form 1149 for property transfer to NASA upon receipt. Ensure all property acquired under the TIALS‑2 contract is tagged in accordance with NASA property management requirements. Prepare monthly Government‑owned contractor‑acquired property reports for the Industrial Property Office (IPO). Prepare the FedEx Government Discount contract form and submit it to the Contracting Officer for approval. Record designated green purchases in the NASA Environmental Tracking System (NETS). Perform additional duties as assigned, including meeting support and participation in special projects.

Requirements

• High School Diploma; Associate Degree in Accounting, Business or related field preferred. [In lieu of a degree, two years of experience may be substituted for each year of formal education]
• 1 – 2 years Procurement Experience
• Excellent communication and organizational skills; self-starter; strong time management skills; attention to detail
• Proficiency in Microsoft Office (i.e., Outlook, Excel, Word, PowerPoint)

Nice To Haves

• Experience in large ERP systems (e.g. Costpoint) preferred

Responsibilities

• Assess current and projected company needs, including environmentally preferred (green) purchases, and coordinate requirements with requesting departments.
• Prepare purchase orders based on approved purchase requests submitted by Technical Representatives and management.
• Place orders with vendors in accordance with Alcyon Technical Services (JV), LLC (ATS) terms and conditions.
• Review all vendor invoices for completeness, accuracy, proper approvals, correct project numbers, and appropriate account codes.
• Process vendor invoices for payment, including recording them in the CostPoint Procurement System.
• Confirm cash discount opportunities and validate payment terms.
• Reconcile and process corporate credit card statements in Concur.
• Prepare and remit State of Ohio sales and use tax payments.
• Respond to vendor inquiries in a timely and professional manner.
• Reconcile vendor statements, investigate discrepancies, and resolve issues.
• Process monthly journal entries for merchant account (GSA) payments and cash receipts; monitor monthly activity and reconcile variances.
• Prepare and analyze Other Direct Cost (ODC) reports; participate in monthly ODC forecasting meetings and annual budget planning sessions.
• Generate the monthly ODC report required for the NASA 533 cost report deliverable.
• Conduct market surveys to determine the availability of services needed to support Technical Information, Administrative, and Logistics Services 2 (TIALS‑2) customers.
• Maintain the TIALS‑2 checkbook and related tracking documents.
• Prepare Requests for Proposals (RFPs), Requests for Quotes (RFQs), and Invitations for Bids (IFBs).
• Review and evaluate bid submissions using cost analysis methods to ensure compliance with established criteria.
• Establish new vendor accounts and coordinate credit setup.
• Match receiving reports and vendor invoices to purchase orders and route for payment.
• Administer Laundry and Clean Room Services contracts.
• Prepare travel advances, review travel documentation for accuracy, route for approval, and audit employee expense reports.
• Obtain Contracting Officer approval for instrumentation purchases and prepare DD Form 1149 for property transfer to NASA upon receipt.
• Ensure all property acquired under the TIALS‑2 contract is tagged in accordance with NASA property management requirements.
• Prepare monthly Government‑owned contractor‑acquired property reports for the Industrial Property Office (IPO).
• Prepare the FedEx Government Discount contract form and submit it to the Contracting Officer for approval.
• Record designated green purchases in the NASA Environmental Tracking System (NETS).
• Perform additional duties as assigned, including meeting support and participation in special projects.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED