Purchasing Manager/Administrator

TraPac, LLC•Oakland, CA

15h•$90,177 - $114,047•Onsite

About The Position

The Purchasing Manager/Administrator's job includes a variety of tasks and responsibilities, such as coordinating procurements to maintain adequate supplies while maintaining detailed documentation of all purchases. This role provides support to the M&R Department's administrative, procurement, and management functions. The incumbent will manage customer equipment services, including billing and inquiries, and supervise, hire, fire, and motivate subordinate M&R Department administrative and buyer staff. Responsibilities include purchasing, negotiating, and expediting materials, equipment, spare parts, and supplies from vendors, as well as managing procurement contracts with related confidential procurement or contract information. The role also involves undertaking and/or supervising support staff for various administrative and support functions. The incumbent requires sound organizational and analytical skills for accurate preparation, interpretation, distribution, or action of reports, purchase documents, invoices/billings, and other related documentation. Sound judgment and discretion are required when dealing with sensitive and confidential matters. The Purchasing Manager/Administrator must understand accepted business purchasing methods and the company's purchasing policies and procedures, acting with honesty and integrity to ensure the best outcomes for the business. They must quickly learn about the products and services they will transact business with to buy them on the most favorable terms and conditions within any time constraints. Familiarity with internal organization personnel and the ability to accurately convey information to suppliers is essential. The incumbent shall diplomatically seek further information or provide advice when more favorable terms and conditions might be possible. Knowledge of the industry, including major suppliers, their economic status, and alternative suppliers, is required. The role involves working towards delivering a best-in-class maintenance service by actively seeking opportunities to improve safety, effectiveness, and efficiency, and leading by example in the workplace by correctly wearing and enforcing the use of required PPE. The incumbent is responsible for warranty parts authorization/recovery/reimbursement on customer-owned equipment when owned parts are utilized. The position requires mechanical aptitude and a good working knowledge of technical terminology, industry jargon, various equipment types, and repair techniques that conform to client, industry, ISO, and DOT standards, including an understanding of equipment specifications and design related to use, safety, operational requirements, and constraints. The incumbent may support other department personnel in determining suitable products or services and diplomatically instruct on necessary data for obtaining goods or services. Finding the best source, negotiating favorable agreements, and preparing documentation to protect the business's interests are key responsibilities. Following up or expediting orders to ensure scheduled delivery is required, and at times, expediting for fastest possible delivery may be necessary. Resolving discrepancies or negotiating settlements to the best long-term advantage of the business is also a responsibility. The incumbent will reconcile purchase orders, delivery orders, contractor/vendor timesheets, and invoices, providing timely advice to accounts payable. Confidentiality in business undertakings, especially regarding pricing and favorable trading terms, must be maintained. The incumbent may also be the custodian of other confidential, sensitive, or critical business records. Maintaining longshoremen uniform ordering, tracking, and recovery, as well as maintaining longshore inventories and providing ad-hoc purchasing for other longshoremen activities, are additional duties. The incumbent may also be required to perform vacation relief for other departmental managers.

Requirements

High school graduate, purchasing diploma/degree.
Minimum of 1-2 years proven work experience in purchasing and inventory control.
Proficient experience with Microsoft Office Suite, along with ordering, inventorying, and reporting in inventory management/ purchasing software.
Purchasing, logistics and/or warehouse experience.
Possession of a valid, unrestricted driver license and acceptable driving record.
Sound organizational and analytical skills.
Sound judgment and discretion.
Knowledge of accepted business purchasing methods and company purchasing policies and procedures.
Ability to learn about products and services to purchase them on favorable terms.
Familiarity with internal organization personnel and ability to accurately convey information to suppliers.
Knowledge of the industry, including major suppliers, their economic status, and alternative suppliers.
Mechanical aptitude.
Good working knowledge of technical terminology, industry jargon, various equipment types, and repair techniques.
Understanding of equipment specification and design.
Ability to support other department personnel in determining suitable products or services.
Ability to diplomatically instruct on necessary data for obtaining goods or services.
Ability to find the best source, negotiate favorable agreements, and prepare documentation.
Ability to follow-up or expedite orders.
Ability to resolve discrepancies or negotiate settlements.
Ability to reconcile purchase orders, delivery orders, contractor/vendor timesheets, and invoices.
Ability to maintain confidentiality.
Analytical and critical thinking.
Attention to detail.
Strong negotiating and persuasion skills.
Facilitate informed decision making.
Excellent verbal and written communication skills.
Act with a high level of integrity.
Ability to thrive in high-stress and/or fast paced environment.

Nice To Haves

Additional relevant study well regarded.
Technical or parts interpreting knowledge an advantage.
Practical knowledge of general safety, health and environmental issues.

Responsibilities

Coordinate procurements to maintain adequate supplies, while maintaining detailed documentation of all purchases.
Provide support to the M&R Department administrative, procurement, and management functions.
Manage any customer equipment services, including billing and inquiries.
Supervise, hire, fire, motivate subordinate M&R Department administrate and buyer staff.
Responsible for purchasing, negotiating, and as necessary, expediting materials, equipment, spare parts, and supplies from vendors.
Managing procurement contracts with related confidential procurement or contract information.
Undertaking and/or supervising support staff for various administrative and support functions.
Directs, assigns, guides, and trains subordinate staff, interns, and/or temporary staff performing supportive work.
Hires, fires, motivates, and disciplines subordinate staff and respond to grievances.
Reviews and processes appropriate purchasing requests or inventory requirements to purchase orders. Obtains missing information, if required.
Issues purchase orders to vendors ensuring compliance with purchasing policy or suitable risk mitigation is in place.
Reviews and effectively communicates weekly open purchase orders anomalies.
Establishes and maintains data information, records, files, and reports in accordance with established policies and procedures guidelines.
Prepares and assists in all aspects of bids, requests for quotes or proposals, including gathering precise specifications from departments, supporting spreadsheets, comparisons, recommendations, and justifications; issues purchase orders.
Participates in review and evaluation of bids or contracts, prepares award letters and purchase orders, prepares change orders, prepares progress claims, and maintains other purchasing contract files.
Provides liaison services between vendors and departments for order status, procurement procedures, and problem resolution.
Prepares, researches, and reviews supply sources and vendors to seek out favorable prices, service, or terms.
Diplomatically advises departments on cost effective alternatives.
Researches and helps to determine single source validity or when non-competitive sourcing is appropriate.
Maintains data information, records, files, and reports in accordance with established policies and procedures guidelines.
Expedites shipping and deliveries.
Maintains inventories, raises inventory replenishment purchase orders. Monitors goods shortages and adjusts minimum stock quantities. Monitors for ordering in economic quantities, adjusts reorder quantities.
Monitors and reports usage inconsistencies, price changes, and vendor back orders.
Validates, reconciles, and processes purchasing and receiving reports, vendor invoices, and other payment documents.
Maintain longshoremen uniform ordering, tracking and recovery.
Maintain longshore inventories and provide ad-hoc purchasing for other longshoremen activities.
Perform vacation relief for other departmental managers.