Under general supervision, to provide clerical and general office support for non-merchandising procurement activities. The Purchasing Coordinator supports store sites and support center functions by writing, issuing, and monitoring purchase orders to approved vendors.
1. *Compiles and maintains information, records and reporting for store site non-merchandise procurement activities.
a. Maintains physical and digital files and records of materials, prices, inventories and deliveries.
b. Consults catalogs and other references to obtain prices and specifications.
c. Prepares Purchase Order in SAP and communicates with vendors.
d. Organizes, tracks and utilizes surplus FF&E inventory.
e. Obtains Service Agreement(s) and Proof of Insurance from vendors/contractors.
f. Prepares ad hoc reports.
g. Processes and reviews “work in progress” reporting. Advises project managers and purchasing agents of errors and makes corrections based on their direction.
h. Communicates with accounting and facilities departments to ensure accurate asset tracking.
i. Maintains department’s Document Management System and trains users.
2. *Coordinates the processing of Capital Project purchase orders.
a. Reviews the processing of Capital Project POs to ensure approval guidelines are completed according to policy and procedure.
b. Prepares Purchase Order in SAP and communicates with vendors.
c. Allocates project labor to appropriate project and purchase order line item.
d. Ensures project documentation and/or purchasing activities are timely and accurate as directed by Purchasing Manager and Construction Coordinator.
e. Assigns purchases to appropriate project identifiers based on input from Fixed Asset team, Construction Coordinator and Purchasing Manager.
f. Follows through on delayed activities and provides timely reporting of issues and concerns to Purchasing Manager.
3. *Reconciles invoices, expense reports, freight bills.
a. Matches invoices to purchase orders. Codes invoices with appropriate account and job numbers.
b. Reviews freight bills/invoices for appropriate taxing.
c. Reviews and reconciles unpaid POs and invoices.
d. Responds to questions from internal contacts.
4. *Provides general office support to the Procurement and Purchasing functions.
a. Organizes and tracks purchasing contracts and specifications.
b. Maintains up-to-date pricing catalog library.
c. Maintains store/job files.
d. Administrative support including, faxing, photocopying, as well as written, telephone and email correspondence.
5. The above statements are intended to describe the general nature and level of work being performed by people
assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills
Education and Experience:
High School Diploma or G.E.D. plus four (4) years related experience in purchasing coordination and/or procurement experience or equivalent combination of education and experience.
General understanding of procurement policies and procedures with regard to fixed assets, supplies, maintenance and services.