Materials Supply Manager

American University•Washington, DC

2d•Hybrid

About The Position

This position directs activities, oversees and manages the materials supply operations of Facilities Management. The Materials Supply Unit consists of five (5) stockrooms providing over 3,0000 stock parts in support of Facilities Operations. Central Storeroom processes up to 20 non-stock purchases daily. Stock plus nonstock purchases total approximately 2.0 million annually. This position supports Facilities Operations through the supply of materials necessary to perform preventive and corrective work requests throughout all campus buildings and grounds. The materials Supply Manger uses the Computerized Maintenance Management System (CMMS) to evaluate supply chains and other data analytics, ensuring proper inventory levels are maintain per storeroom. This position works collaboratively with other Facilities Management supervisors and managers to solve non routine supply issues and assess and resolve short- and long-term issues relating to supply operation. This position also uses WORKDAY to procure material requests and process payments. This position collaborates with all units within Facilities Management Departments. The Materials Supply Manager must be willing and able to manage through hands-on participation and facilitate open communication with various internal and external customers and suppliers. This position reports directly to the Director of Facilities Finance.

Requirements

Associate's degree or equivalent.
3 - 5 years of relevant experience.
Associate or bachelor’s degree in business or a related field or an equivalent combination of education and work experience which demonstrates the necessary skills and abilities to perform the job.
3 - 5 to years’ experience in a materials supply operation and use of a computerized maintenance system is required.
Experience with a broad range of supply management responsibilities.
Highly skilled in using computer technology to gather and analyze supply information in report formats.
Experience in managing a department providing service to diverse customers.
Must have experience in communicating in written and verbal forms to diverse audiences.
Knowledgeable in quality improvement processes and techniques.

Nice To Haves

Bachelor's degree or equivalent.
5 - 8 years of relevant experience.

Responsibilities

Oversees administration of materials supply operation, including inventory purchasing, receiving, accounting, reporting, and inventory distribution to remote storerooms, computerized reorder point , replenishment process, nonstock materials purchases and materials usage analysis, directs charges to stock items, manages accounting functions associated with storeroom, reviews and approves all materials transactions, purchase orders in CMMS, participates in various project teams to standardize practices and materials, develops policies and procedures in order to improve operational efficiency and / or service, coordinates group activity to review and improve departmental processes and procedures, hires, trains, supervise, and assist staff.
Acts as an escalation resource for complex matters and performs appropriate follow up.
Approve Requisitions for staff in workday and create requisitions as required to process invoices.
Works with requestor to identify and coordinate special inventory projects, works with procurement to negotiate and specify products and select suppliers for all service levels and materials pricing, reviews nonstock purchase through analysis and consultation with maintenance supervisory personnel, adds stock to inventory as required.
Manages accounting function associated with storeroom operation.
Process and review materials purchases in CMMS review and track planned maintenance process and orders.
Checks on open POs in upload to AIM to make sure they have been received and disbursed and closed.
Make sure all POs in AIM are closed in a timely manner.
Process automated and manual on hand adjustments and stock transfers and purchase requisitions in Workday.
Acts as a primary problem resolution agent / liaison to the Accounts Payable and Procurement office.
Reviews, process and approves invoices for payment, supervises proper maintenance of files associated with storeroom function.
Develops and generates routine ad hoc inventory and materials usage reports to document activity levels.
Oversees logistic operation and inventory control for maintaining documents associated with storeroom operation.
Reporting to the Materials Supply Manager is a Materials Coordinator and Materials Specialist. In the absence of the Material Supply Manager, the Material Coordinator serves as the backup for the unit.