Purchasing Agent, Facilities

University of New Hampshire

2d•$20 - $33

About The Position

Reporting to the Facilities Manager for the Facilities Stockroom, the Purchasing Agent will work with Facilities Operations Managers, Facilities Supervisors, trades, grounds, and mechanical staff, and other various campus customers. This position will independently manage assigned commodities, including MEP, construction, furnishings, automotive, heavy equipment, and grounds materials. The Purchasing Agent will be responsible for identifying cost savings, cost avoidance, and partnering with internal stakeholders and external suppliers to ensure materials are procured at the best value in a timely manner in support of UNH Facilities Services. The Purchasing Agent runs daily purchasing reports and meets with vendors to stay current on products and services. Provides general office support and warehouse back-up.

Requirements

Minimum Acceptable Education & Experience: Three to five years of related buying experience as well as three to five years of experience in strategic sourcing with strong knowledge of related sourcing processes, tools/systems, policies, and best practices; or a Bachelor’s degree in a relevant field; or a combination of education and experience equal to six to ten years. Related warehouse experience and organizational skills. Experience with strategic sourcing efforts in a facilities/ physical plant work environment. Prior experience with an Integrated Work Management System (such as AIM) and asset management enterprise systems (such as UShop).
Knowledge, Skills & Abilities: Strong attention to detail, ability to identify, evaluate, interpret, and organize data. Ability to communicate ideas and concepts clearly when interacting with customers and vendors, especially in relation to product identification and ordering. A demonstrated proficiency in using the Microsoft Office suite, particularly Excel and Word. The ability to multitask while working with a variety of individuals and tasks.
Other Requirements: Tact, diplomacy, and the ability to work well with people.

Nice To Haves

Purchasing and sourcing experience in higher education, especially in a research university setting or a similar environment.
Experience in internal supply chain operations, materials management, master scheduling, forecasting, and production planning.
Commodity expertise in HVAC, Plumbing, Electrical, Automotive, Construction, or other areas managed by a facilities department.

Responsibilities

Special Order Processing (30%): Primary Facilities Stockroom purchasing contact for special order requests, sourcing, and processing. Independently place purchase orders for special order goods with accurate pricing, part information, and descriptions, within USNH Purchasing Guidelines. Obtain the necessary paperwork and supervisory approvals before placing purchase orders over a specified limit. Responsible for assisting Facilities and other campus personnel with special order requests by answering questions, making suggestions, and obtaining pricing and availability. Track special orders to provide follow-up information on orders and usage information on various parts. Maintain the special purchase order Travel Slip spreadsheet and issue, record and process the Travel Slip purchase orders.
Stock Order Processing and Inventory Management (30%): Generate and monitor the daily stock part requirement report to make sure that any needed items are ordered from the appropriate vendor. Make informed judgments and decisions on the need to place an order based on the part’s past usage and the expected lead time for replenishment. Processes the stock purchase orders, assuring accurate order quantities, pricing, and delivery date information. Follow up with the vendor to correct any purchase order pricing, quantity, or condition discrepancies reported by Stockroom personnel and update overdue delivery dates. Monitor and update the vendor part numbers and unit pricing for assigned vendors and ensure that vendors are supplying an invoice for every shipment/purchase order. Recommend adjustments, based on monitoring of past item usage and information learned from communications with tradespeople, to the ROP, Safety Stock, and/or EOQ levels, and make those changes as directed. Process UShop purchase order requests for vendors that do not accept P-Cards or for orders over the specified P-Card limit. Act as the account manager for processing P-Card transactions, including reconciling daily P-Card charge amounts with purchase order receipts, scanning into the IWMS, and updating in UShop.
Research and Vendor/ Supplier Coordination (20%): Research various vendor print catalogs, internet catalogs and manufacturer or vendor websites to identify proper parts, assemblies, or products based on specific or generalized specs provided by Facilities tradespeople or other campus customers. Obtain and document quotes from various vendors. Process return-to-vendor (RTV) paperwork and coordinate with the vendor on any returns, credits, and re-shipments necessary, and monitor the returns to make sure the vendor follows through with pick-ups, return shipments, and processing of credits.
General Office Support and Warehouse Back-up (20%): Answer incoming calls and respond to a variety of inquiries from the campus community and vendors. Assist Facilities technicians with any mobile tablet or desktop issues regarding ordering parts. Fill in/ cover absences of other Stockroom personnel as needed.