Procurement Helpdesk Specialist

City of Fort Myers•Burlington, MA

3d•Hybrid

About The Position

The specialist is responsible for answering inbound calls and initiating outbound calls in a timely and efficient manner and acts as liaison between field associates and store managers to ensure all maintenance jobs are completed. The role requires the ability to liaison with field associates to prioritize, anticipate and identify problems, and develop a plan to implement solutions. Candidates must have the capacity to work independently on a team, communicate professionally with management, suppliers and associates, and complete all relevant administration duties in a timely fashion. This role is detailed-oriented, demonstrated follow-through with a “hands on,” “can do,” and “Jack of all trades” positive attitude. The specialist will ensure that products are delivered in a timely manner, and that the quality of the goods received are satisfactory. They will escalate any shipping errors to management to address with appropriate parties as needed. Responsibilities include evaluating purchase requisitions and generating purchase orders to facilitate payment of household goods/costs, maintaining pricing in parts lists in company software for specific suppliers on a periodic basis, managing the cancellation of open purchase orders (past due PO management), and researching invoice discrepancies for adjustment or dispute with supplier. The specialist will review all orders for accuracy regarding agreed price, mode of shipping, and requested delivery time. The role requires a self-motivated individual who can successfully complete and learn new tasks, possesses solid problem-solving skills and attention to detail, and solves problems in an unbiased, logical manner. Submitting improvement ideas that contribute to the team’s success and supporting field technician’s special delivery needs promptly and prioritizing properly as emergencies arise are also key functions.

Requirements

High School Diploma
Effective oral and written communication and customer service skills
Ability to multitask, prioritize and manage time effectively
Ability to navigate multiple systems simultaneously
Experience in Windows 10, Microsoft Office suite and/or Microsoft teams
Advance knowledge of MS Office Suite Excel & Word
Self-Motivated and a Willingness to learn new skills
Detailed-oriented, demonstrated follow-through with a “hands on,” “can do,” and “Jack of all trades” positive attitude
Excellent written and verbal communications skills
Experience managing multiple customers, managing multiple projects and tasks and ability to prioritize meeting deadlines
Solid problem-solving skills and attention to detail
Solves problems in an unbiased, logical manner

Responsibilities

Answering inbound calls and initiating outbound calls in a timely and efficient manner
Acting as liaison between field associates and store managers to ensure all maintenance jobs are completed
Liaising with field associates to prioritize
Anticipating and identifying problems, and developing a plan to implement solutions
Working independently on a team
Communicating professionally with management, suppliers and associates
Completing all relevant administration duties in timely fashion
Ensuring that products are delivered in a timely manner, and that the quality of the goods received are satisfactory
Escalating any shipping errors to management to address with appropriate parties as needed
Evaluating purchase requisitions and generating purchase orders to facilitate payment of household goods/costs
Maintaining pricing in parts lists in company software for specific suppliers on a periodic basis
Managing cancellation of open purchase orders (past due PO management)
Researching invoice discrepancies for adjustment or dispute with supplier
Reviewing all orders for accuracy regarding agreed price, mode of shipping, and requested delivery time
Submitting improvement ideas that contribute to the team’s success
Supporting field technician’s special delivery needs promptly and prioritizing properly as emergencies arise