Facilities Procurement Coordinator

The Facilities Procurement Specialist role is an onsite position.

Company Overview:

Founded in 1929, Heinens is a premier grocery store chain noted for its quality products and outstanding customer service. Heinens has now welcomed the fourth generation into the family-owned business, which operates 23 stores (19 in Cleveland, Ohio and 4 in Chicago, Illinois), two distribution warehouses, one food production plant, and a corporate office. Culturally, we place a heavy emphasis on quality of life for every associate within the organization. We offer this through a competitive compensation package, professional development and leadership opportunities, paid time off, and balanced work schedules.

Job Summary:

The Facilities/Procurement Specialist works primarily in the Facilities Management Department with secondary responsibilities in the Procurement Department. The positions primary role is to maintain, audit, and input data into different systems. Aspects of analysis, purchasing, sourcing, dispatching, budgeting, store interaction, and vendor interaction are vital to this role.

Responsibilities:

This position will be responsible for the following duties in collaboration with the Facilities and Procurement teams.

Facilities

• Gain a full understanding of the asset management system (Accruent) to become the subject matter expert. Subsequent training of end-users on an ongoing basis and as needed.
• Set up and maintain preventive maintenance work orders and schedules (PPMs) in Accruent.
• Set up new vendors in Accruent, assuring all minimum requirements are met (rates, insurance, training, etc.).
• Collecting new asset information and entering it into Accruent. This includes vendor quotes, purchase orders, notes, drawings, specification sheets, and warranty information.
• Maintains assets to be tagged list, updating status and location of assets as requested, and manages information flow in Accruent as needed.
• Develops and maintains not to exceed limits (NTEs) in Accruent for all Heinens equipment, this limits vendor spending on work they can complete without further approval.
• Develops and maintains repair thresholds (max-spend on an asset) in Accruent to allow accurate repair versus replace analysis.
• Provides data to Facilities Director to aid in budget building and day-to-day decision making on what assets have met or exceeded their repair threshold and providing repair versus replace data.
• Collects and confirms all labor rates, including parts mark-ups in Accruent. Ensures rates are approved and match against existing agreements.
• Responsible for collecting Certificates of Insurance (COI) to assure that all vendors have current (non-expired) COIs to meet our minimum requirements.
• Generates and shares reports with vendors and the Facilities team on vendor performance specifically Key Performance Indicators (KPIs).
• Perform predictive analytics to help build equipment replacement budgets and avoid downtime.
• Responsible for ordering parts and materials for the internal maintenance team (3 Technicians)
• Provide vacation coverage for the Maintenance Dispatcher. This requires cross-training.

Procurement

• Collaborate with the Procurement Manager and Procurement team to process purchase orders for requests received through Accruent procurement work orders and OnBase. This includes requests from stores, the main office, facilities team, warehouses, and manufacturing facility.
• Source internal requests and locate the optimum price and item to meet the customers needs.
• Responsible for requesting vendor setup documents, acquiring proper approval signatures, and submitting documentation to Accounts Payable.
• Create, transmit and prioritize approved purchase orders and supporting documents to the supplier.
• Ensure orders adhere to supplier agreements and contracts and report non-conformances.
• Update purchase information as needed in the Facilities project sheet in Microsoft Teams with all pertinent purchase information.
• Track order acknowledgments, prepare and communicate shortages/backorders and provide visibility of potential interruptions to internal customers.
• Follow up on items purchased by verifying receipt and customer satisfaction with the purchase.
• Complete accounting coding in document retention software (OnBase).
• Assists Accounts Payable and Inventory Team in resolving reception and invoice discrepancies.
• Works with Procurement Team to close out all open invoices for the period end close dates, verifying work done, price, quantity, and payment.
• Assist with special projects as needed, including surveys, handouts, analysis, data collection, document creation, data entry, and clean-up.
• Provide vacation coverage for the Procurement Team.

Qualifications:

• Associates degree in a procurement, business, and supply chain management or a related field of study preferred. Candidates possessing courses in business, accounting, inventory management, global sourcing, negotiation basics, and logistics-related information technology will also be considered.
• Must possess excellent written and verbal communication skills.
• Collaborative can do attitude and ability to work in a team environment.
• Needs to collaborate effectively with cross-functional teams in the organization.
• Must possess the ability to work in a self-directed environment.
• Must possess the ability to handle multiple projects and tasks while meeting deadlines and maintaining careful attention to detail.
• Must possess the ability to analyze information and evaluate results to develop the best solutions to deliver to the relevant Facilities or Procurement teams.
• Must possess working knowledge of various computer applications and programs including Microsoft Office Suite, Microsoft Teams, and browsers including Google Chrome and Microsoft Edge.

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Heinens, Inc. provides equal employment opportunities to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, sex, sexual orientation, gender identity and expression, genetic information, marital status, veteran status, or any other characteristic protected by federal, state, or local law.