Purchasing and Office Coordinator

(Manchester Bidwell Corporation)

The Purchasing and Office Coordinator is responsible for the coordination of procurement functions, which includes establishing and maintaining vendor relationships, acquiring products/materials, and coordination of deliveries (Manchester Bidwell Corporation has a total operating budget of 10 million dollars.). This position also is responsible for overseeing the corporation’s 6 passenger and one delivery van fleet and working with the corporation’s broker and/or insurance company to resolve automobile claims.  The position assists the Vice President/CFO with general coordination of matters pertaining to the physical plant.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Essential duties and responsibilities include, but are not strictly limited to, the following:

Procurement functions:
 

  • Develops relationships with vendors to ensure adequate levels of service and establish a diverse pricing and supply base. 

  • Manages vendor accounts, including setting up new vendors, negotiating prices and delivery schedules, and resolution of discrepancies between vendors and the Corporation.

  • Processes purchase orders on a timely basis, and tracks purchase orders to ensure timely and complete delivery of products.

  • Coordinates with department heads on supply needs, pricing limitations, and deadlines.

  • Reconciles shipping documents, vendor statements and purchase orders.

  • Working closely with the finance department, develops process improvements related to the purchasing function.

  • Aids departments in locating products, or in the selection of alternate/equivalent products when requested items are discontinued by vendors.

  • Organizes and maintains files, confidential correspondence, reports and records such as invoices and checks which substantiate business transactions.

  • Coordinates the corporation’s office supply and paper orders.

  • Oversees shipping/receiving processes.

Other responsibilities:

  • Oversees van fleet maintenance, repair, registration and inspections on all passenger vans and the delivery van.

  • Conducts driver road testing to determine if potential drivers can safely handle driving the corporation’s van fleet.

  • Assists the Vice President/CFO with filing insurance claims and acts as a liaison between the corporation and insurance adjusters or the broker during the claim process.

  • Assists the Vice President/CFO in overseeing day-to-day facility issues and acts as liaison between staff and contractors during projects.

  • Oversees the maintenance and repair of the corporation’s copiers.

  • Oversees the recycling and document destruction service.

  • Coordinates use of the storage space.

  • Exhibits understanding and internalization of company values:  influence, respect, listen, shape and embrace.

  • Performs other related duties as assigned.

SUPERVISORY RESPONSIBILITIES:

This position has no supervisory responsibilities.

EDUCATION and/or EXPERIENCE:

Associate degree preferred, high school diploma or G.E.D. required and a minimum of 5 years high-level administrative work experience preferably in an academic or nonprofit setting; strong working knowledge of Microsoft Office applications; valid Pennsylvania driver’s license, an insurable driver’s record and ability to drive a 12-15 passenger van required.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle or feel and is regularly required to talk or hear.  The employee frequently is required to sit, stand, walk and reach with hands and arms.  The employee is occasionally required to stoop, kneel, or crouch.  The employee must frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, color visions, and ability to adjust focus.

 

Interested Persons are required to submit their resume, cover letter, and salary requirements to resumes@manchesterbidwell.org.

 

EOE