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Summary

Coordinates the procurement and distribution of materials, parts, equipment, and supplies for the organization that are of a routine nature as well as providing administrative support to multiple departments and executives under the supervision of the supply chain manager, with direction from senior purchasing staff.

Essential Duties and Responsibilities for Purchasing:

• Coordinates all activities related to procurement of a commodity beginning with intent to purchase through delivery.
• Analyzes the requirements of the commodity, including preliminary specifications, preferred supplier, and date commodity is needed.
• Solicits and evaluates proposals for the requested commodity.
• Investigates and/or interviews potential suppliers to determine if they meet the specified requirements.
• Advises team members or management on the appropriate supplier to be used.
• Negotiates the lowest possible cost for the commodity balanced against the optimum quality and schedule needs.
• Assures that the commodity is delivered on schedule, at the negotiated price, and meets the quality standards of the company.
• Maintains timely control of orders, amendments, shipping notices, and other documents to assure accurate retention of records.
• Process ECO and new part number set ups.
• File the department’s purchase orders.
• Other duties may be assigned.

Essential Duties and Responsibilities for Administrative Support:

Sales Team Support

• Create and distribute sales engineer profiles monthly.
• Print and assemble “New Customer” letters.
• Maintain and publish sales team contact information.
• Support National Sales Meetings.
  • Car Rentals
  • Hotels Booking
  • Meal Catering / Offsite Reservations

Marketing Support

• Maintain and archive the database and correspondences generated from the patent application/grant process.
• Track legal documentation and invoices pertaining to patents.
• Occasional research for new patent applications, by competitors, within the industry.

Executive Support

• Schedule Key Meetings.  Make travel and meal arrangements as needed.
• Assist with Travel Reports/PowerPoint presentations as needed.
• Responsible for the internal delivery of mail to executive team
• Prepare and send certified mail correspondence as needed.
• Stock the boardroom kitchen with supplies and beverages.

Other duties may be assigned.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Individual must be proficient in Microsoft Word, Microsoft Excel, Microsoft Outlook.  Proficiency with Microsoft PowerPoint would be beneficial, but not required.

They must be discrete with the information that is shared with them and available to them.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience

Basic knowledge of purchasing practices and terminology.

Knowledge of negotiating techniques, supplier financial analysis, price forecasting, and variance

analysis.

Interpersonal skills to correspond effectively with all levels of the organization.

Experience in analysis and resolution of critical or chronic cost, quality, or delivery problems.

Experience with MRP.

An Associates degree plus one year experience or two years related experience is preferred.

Preferred, but not required: 

Individual must have a basic understanding of professional business financial reporting systems.

Knowledge of basic contract and patent law.

Language Skills

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence clearly and cogently, with an emphasis placed on proper grammar and spelling. Ability to speak effectively before groups of vendors or employees of organization.   Must have polite and friendly phone manners.  Must have the ability and willingness to cooperate with all employees, in all departments, at all levels of the organization.

Mathematical Skills

Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry. Blue print reading is a plus.

Reasoning Ability

Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions. Ability to deal with problems involving a few concrete variables in standardized situations.

Computer Skills

To perform this job successfully, an individual should have knowledge ERP systems, MS Excel Microsoft Word.

Certificates, Licenses, Registrations

C.S.C.P. Certification preferred.

Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear.

Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.