Job Description:

Job Summary:

Provides support in the Corporate Administration Department in the areas of procurement,  facilities, insurance, small business subcontract reporting, records/contract administration and general office administration

 

Essential Duties and Responsibilities:

     Corporate Administration:

• Responsible for  handling these areas of  insurance administration: applications for renewals, certificate requests for property management, contract compliance, notifying broker and carriers regarding new potential claims, and file maintenance

• Accountable for records management and administration for Iron Mountain including  adding and deleting users and departments, shred profiles, storage profiles; managing file storage inventory, and management of records destruction eligibility

• Develop/maintain procedures and provide staff training on all aspects of records management

• Perform Small Business Subcontractor reporting, and  analysis of compliance and preparation of regular reports via eSRS system for government contracts 

• Review client contracts to assess subcontracting requirements, periods of performance, etc.

• Planning and administration of emergency evacuation, training, notification of LMI in event of actual evacuation; update policies/procedures for emergency evacuations

• Coordinate company-wide Administration Team activities, particularly office maintenance

     Procurement:

• System administrator and buyer  for Moore Medical and responsible for maintaining formulary, updating Gatekeeper listing as needed, negotiating pricing for updated medical supply items, and medical equipment for clinics and Operations 

• Assess requirements and order supplies from Staples for Corp Administration, Accounting, Bridgegate, break rooms, and clinics, as needed

• System administrator for FedEx including  add/delete/ maintain/transfer accounts, departments, users 

• SharePoint administrator for Corporate Administration, Facilities, Procurement

• Review purchase requisitions, research products/services, identify vendors to get quotes, determine product availability, negotiate price and terms of contracts, prepare/process/monitor/follow up on purchase orders and interface with vendors for the entire procurement process.

• Enter new vendors into MAS90 and prepare document packages for accounts payable ensuring invoices can be paid in a timely manner  and  keeping in compliance with procurement policies  

• Contract Administration for contractors and consultants

• Review purchase order claims and contracts for conformance to company policy, for periods of performance, terms & conditions, and compliance issues, etc.

• Procurement Training of all Clinic Office Managers, Operations Managers

     Facilities:

• Prepare the Bill of Materials (BOM) spreadsheets for the Capital Expenditure Requests (CER), gathering quotes, checking for accuracy of quantities and pricing, then placing orders when budgets are approved

• Monitor BMC  tickets and take action as appropriate, identifying appropriate vendors and contacting as needed

• Facilitate coordination between QTC and property management for Copley and Bridgegate building issues, including programming lights/HVAC afterhours and reviewing charges are invoiced correctly

• Onsite liaison between company and property manager, building engineer, and day porter

• Oversee and monitor parking for Copley and Bridgegate vehicle information for all Diamond Bar employees, liaison with property management in Bridgegate for issuance of new parking permits

• Manage Diamond Bar Facilities Alarms (alarm codes, emergency list, etc) and other location set ups;  liaison with Security monitoring companies on problems and updates

• Point of contact for all Diamond Bar facilities issues, including janitorial, maintenance, alarms, keys, coffee service, plumbing, air conditioning, etc.

• Manage key inventory for Bridgegate and Copley Buildings; interior doors on master keys

• Emergency Evacuation preparation and implementation; including write/update policies/procedures, schedule evacuation drills, analysis of lessons learned and follow up

• Perform other duties and responsibilities as assigned

 

Competencies: 

• Ability to work in cross-functional team environments, as well as independently

• Ability to organize, plan and coordinate multiple projects/tasks in detail and with a high sense of urgency

• Superior customer service skills and telephone etiquette

• Possess the ability to effectively work with all levels of management and staff and various personalities and learning styles

• Effective communication skills, both verbal and written

• Excellent follow-up and problem-solving skills

• Computer skills: proficient use of Microsoft Word, Excel and PowerPoint

• Strong organizational and multi-tasking abilities

 

Education and/or Experience: (includes certificate & licenses) 

• Bachelors degree from an accredited college in a related discipline, or equivalent experience/combined education

• 4 to 7 years of experience  in procurement, contract administration, records management, and coordinating projects and office management functions in a high volume environment 

 

This job description supersedes all prior job descriptions and is intended to describe the general content and essential requirements for the position listed above. It is not to be construed as an exhaustive statement of requirements, duties and responsibilities. Management reserves the right to add or change the duties of this position as required at any time. 

QTC Management Inc. is a VEVRAA Federal contractor and an Equal Opportunity Employer. The company has an ongoing commitment to affirmative action and the creation of a workplace free of discrimination, harassment and retaliation. The company recruits, hires, trains, and promotes individuals in all job titles without regard to race, color, creed, religion, ancestry, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, people with disabilities protected under law, and protected veteran status.

Professional

Apply Now