Title:              Purchasing Manager 

Reports to:    Executive Director of Facilities and Project Management

Summary:

The Purchasing Manager is a qualified and motivated professional who directs the daily activities of the purchasing department, including vendor relations, bidding process, purchases of goods or services and inventory management.  She/he works closely with the Office Managers to ensure that Purchasing requisition orders, inventory control procedures are set in accordance with the organization’s policies and funding sources requirements.

Responsibilities:

The Purchasing Manager is responsible for, but not limited to:

• Participating in the development of purchasing and inventory policies and procedures.
• Planning and organizing all purchasing activities for the organization.
• Ensure compliance with internal control, polices, procedures and funding sources requirements for the purchase of goods and/or services.
• Training and coaching office managers in the purchasing and inventory control process and system.
• Monitoring and controlling inventory system in each site in coordination with site office manager.
• Responsible for the preparation of RFP for bids and negotiation of service contracts. 
• Responsible for the solicitation of bids for all goods and services 
• Ensure seamless communication with site office manager and obtain inventory forms, purchase requisitions form and packing slip.
• Ensure all purchase requisition forms are approved by Site Directors, Regional Directors or Division Executive Directors.
• Ensure all purchase requisition forms are completed, approved and submitted to vendors.
• Ensure all purchase requisition are verified, accurate and assigned a PO number by auditing clerks in finance division.
• Ensure that auditing clerks receive completed purchase requisition forms, bids and justification for purchases of goods/or services.
• Ensure all purchases of goods/or services are within the program’s authorized budget.
• Responsible for communicating directly with funding sources for the approval of special purchases.
• Responsible for negotiating pricing on behalf of the organization.
• Ensure purchasing and inventory protocols are followed.
• Ensure all purchases are within the allowed items approved by the funding sources.
• Working diplomatically to solve problems in the purchasing department and any site.
• Produce weekly, monthly, quarterly, and annual reports.
• Ensures goods and or services are received in a timeline of delivery.
• Troubleshoot with vendors or suppliers any issues with delivery, back orders or items not received.
• Manage supplies database, purchasing records and related documentation.

Personal and Professional Qualifications:

• At least three (3) years of increasingly responsible administrative experience.
• Completion of a vocational/technical certification/licensure program in a related field is preferred; a High School Diploma/GED is required
• NY Valid Driver License, if authorized to drive agency vehicle
• Knowledgeable of site operations, office procedures, and inventory system.
• Knowledge of funding sources standards
• Proficiency in software applications, including word processing, spreadsheets, and databases
• Commitment to the mission of NAICA, Inc.
• Proven ability to work collaboratively well with diverse groups
• Proven ability to handle multiple tasks effectively under pressure
• Strong organizational skills, detail-oriented, and efficient
• Maturity, integrity, and sound judgment
• Excellent communications skills, both written and oral.
• Strong critical thinking and negotiation skills