Procurement Assistant

4807 Beryl Rd, Raleigh, NC 27606, USA Req #1249

Friday, May 24, 2024

PRIMARY FUNCTION:

This position is responsible for assisting the Procurement Manager in administrative duties related to the purchase of all supplies, rolling stock materials, and services used directly by the company, except for "retail" equipment and parts materials. This will be a hybrid position, allowing the employee to work from home two days a week after completing the training period.

ESSENTIAL DUTIES

Procurement:

Vendor Management:

• Catalog and maintain a master list of vendor agreements
• File/index all new agreements
• Maintain internal vendor database
• Create vendor prospects when new vendors need to be set up in corporate ERP system
• Ensure vendor insurance and safety compliance
• Routinely evaluate vendor goods, services, and billing to ensure agreements are within negotiated standards
• Setup users in vendor systems for direct ordering & remove terminated employees as necessary
• Process copier, mailing equipment, and occupancy invoices for the corporate office, as well as monthly consolidated uniform invoices
• Track and process utility invoices for corporation
• Verify and disseminate invoices related to vendor agreements
• Help develop and manage vendor portal

Purchase Order System:

• Assist with training employees and end user support on use of procurement system
• Approve purchase orders and vendor orders
• Purchase goods and services for procurement department or any department that needs assistance
• Assist with capital expenditures for the corporation

• Backup Mail Center Coordinator when needed
• 
  
  • Pick up corporate mail from main Raleigh post office between 7-9 am daily
  • Obtain, receive and route all incoming mail to appropriate departments or individuals.
  • Prepare and takes all outgoing mail for postal delivery
  • Ensure all letters and/or parcels have proper postage
  • Operate postage machine and notify proper authorities of machine problems
  • Operates folding and stuffing machine and notify proper authorities of machine problems
  • Verify receipt of materials against purchase orders daily
  • Receive and fill branch supply requests in a timely fashion
  • Maintain Excel spreadsheet of daily supply requisitions for monthly billings
  • Purchase supplies used in the facility as needed
• Backup supervisor when needed
  
  
  • Make business and strategic decisions in his/her absence
• Handle incoming phone calls to the procurement department
• Develop and improve current procurement processes
• Promote consistency in methodology across the entire company with established policies, processes, and controls
• Support all areas of the company by providing:
  
  
  • Prompt answers to questions.
  • Recommendations on cost reductions and/or purchases.
• Assist supervisor in building of procurement reporting and the analysis of corporate spending
• Perform special assignments, projects and errands as assigned by supervisor

MINIMUM REQUIREMENTS:

Education :

High School graduate with 2 years or equivalent work experience in administration. Prefer an associate degree in Business Administration, Accounting, Finance, or related field.

Work Experience :

Prefer at least 1 year experience in a lead role or equivalent transferrable skills and experience necessary to perform the essential duties of this position.

Physical :

• Must be able to sit for long periods using the telephone and computer
• Must be able to kneel, grasp, stop, reach, and lift up to 25 lbs.
• Working conditions may require some exposure to the elements including rain, cold and heat if backing up mail center coordinator and picking up/delivering mail

Other :

• Must have at least proficient PC skills in MS Office, especially Excel and Word
• Must have a valid driver's license and dependable transportation to travel periodically for business purposes
• Must have strong, professional negotiation, reasoning, communication and problem-solving skills
• Must be able to prioritize and coordinate multiple tasks simultaneously while maintaining a calm and professional demeanor
• Must be able to work independently and also work with cross functional teams throughout the corporation
• Must be able to think strategically and analytically while also possessing tactical and clerical skills
• A sense of urgency and high attention to detail are required for this position
• Must demonstrate initiative, commitment to teamwork, enthusiasm for customer service, and dedication to finding solutions in an efficient manner with a positive self-motivated attitude

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.

Other details

• Pay Type Hourly
• Required Education High School

Apply Now

initStaticMap(true); PRIMARY FUNCTION:\nThis position is responsible for assisting the Procurement Manager in administrative duties related to the purchase of all supplies, rolling stock materials, and services used directly by the company, except for "retail" equipment and parts materials. This will be a hybrid position, allowing the employee to work from home two days a week after completing the training period. \n \nESSENTIAL DUTIES\n \nProcurement:\nVendor Management:\n\nCatalog and maintain a master list of vendor agreements\nFile/index all new agreements\nMaintain internal vendor database\nCreate vendor prospects when new vendors need to be set up in corporate ERP system\nEnsure vendor insurance and safety compliance\nRoutinely evaluate vendor goods, services, and billing to ensure agreements are within negotiated standards\nSetup users in vendor systems for direct ordering & remove terminated employees as necessary\nProcess copier, mailing equipment, and occupancy invoices for the corporate office, as well as monthly consolidated uniform invoices\nTrack and process utility invoices for corporation\nVerify and disseminate invoices related to vendor agreements\nHelp develop and manage vendor portal\n\n \nPurchase Order System:\n\nAssist with training employees and end user support on use of procurement system\nApprove purchase orders and vendor orders\nPurchase goods and services for procurement department or any department that needs assistance\nAssist with capital expenditures for the corporation \n\nMiscellaneous Duties:\n\n Backup Mail Center Coordinator when needed\n\n\nPick up corporate mail from main Raleigh post office between 7-9 am daily\nObtain, receive and route all incoming mail to appropriate departments or individuals.\nPrepare and takes all outgoing mail for postal delivery\nEnsure all letters and/or parcels have proper postage\nOperate postage machine and notify proper authorities of machine problems\nOperates folding and stuffing machine and notify proper authorities of machine problems\nVerify receipt of materials against purchase orders daily\nReceive and fill branch supply requests in a timely fashion\nMaintain Excel spreadsheet of daily supply requisitions for monthly billings\nPurchase supplies used in the facility as needed\n\n\nBackup supervisor when needed\n\nMake business and strategic decisions in his/her absence\n\n\nHandle incoming phone calls to the procurement department\nDevelop and improve current procurement processes\nPromote consistency in methodology across the entire company with established policies, processes, and controls\nSupport all areas of the company by providing:\n\nPrompt answers to questions.\nRecommendations on cost reductions and/or purchases.\n\n\nAssist supervisor in building of procurement reporting and the analysis of corporate spending\nPerform special assignments, projects and errands as assigned by supervisor\n\n \nMINIMUM REQUIREMENTS:\n \nEducation: \nHigh School graduate with 2 years or equivalent work experience in administration. Prefer an associate degree in Business Administration, Accounting, Finance, or related field.\n \nWork Experience: \nPrefer at least 1 year experience in a lead role or equivalent transferrable skills and experience necessary to perform the essential duties of this position.\n \nPhysical: \n\nMust be able to sit for long periods using the telephone and computer\nMust be able to kneel, grasp, stop, reach, and lift up to 25 lbs.\nWorking conditions may require some exposure to the elements including rain, cold and heat if backing up mail center coordinator and picking up/delivering mail\n\n \nOther: \n\nMust have at least proficient PC skills in MS Office, especially Excel and Word \nMust have a valid driver's license and dependable transportation to travel periodically for business purposes\nMust have strong, professional negotiation, reasoning, communication and problem-solving skills \nMust be able to prioritize and coordinate multiple tasks simultaneously while maintaining a calm and professional demeanor\nMust be able to work independently and also work with cross functional teams throughout the corporation\nMust be able to think strategically and analytically while also possessing tactical and clerical skills\nA sense of urgency and high attention to detail are required for this position\nMust demonstrate initiative, commitment to teamwork, enthusiasm for customer service, and dedication to finding solutions in an efficient manner with a positive self-motivated attitude\n\n \n \nThis job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.