Description

The Business Services Department provides support for the campus community for all auxiliary services and needs. The functional areas of Business Services include: purchasing services, strategic sourcing, supplier relationship management, commercial card program, travel program, meal plan program, mail services, bookstore and contract services.

Position Summary

The Purchasing Coordinator is responsible for managing and overseeing the procurement activities of the University, ensuring that goods and services are purchased in a timely, cost-effective manner. This role involves coordinating with suppliers, maintaining accurate records, and ensuring compliance with established policies and procedures.

The successful candidate is an effective communicator committed to delivering the highest quality customer service.

 

Key Responsibilities

Supplier Management: Identify, evaluate, and select suppliers based on quality, cost, and delivery performance. Build and maintain strong relationships with vendors. Order Processing: Process purchase orders, track order status, and ensure timely delivery of goods and services. Resolve any issues related to order discrepancies or delivery delays. Contract Administration: Ensure compliance with contractual agreements and University policies. Data Management: Maintain accurate and up-to-date records of purchases and pricing. Prepare and analyze reports on procurement activities and expenditures. Compliance: Ensure procurement activities comply with University policies, legal requirements, and industry regulations. Cost Control: Analyze market trends and supplier pricing to identify cost-saving opportunities. Recommend and implement strategies to reduce procurement costs. Problem Solving: Address and resolve any issues related to procurement, such as supply chain disruptions, product defects, or invoicing discrepancies. Communication: Act as a liaison between suppliers and internal departments. Communicate effectively with stakeholders to address procurement-related issues and ensure smooth operations.

Additional Responsibilities

Receivables:

Invoicing: Generate and send invoices to internal and external clients for goods or services rendered. Follow-Up: Monitor outstanding invoices and follow up with clients to ensure timely payment. Payment Processing: Process incoming payments, including checks, credit card transactions, and electronic transfers. Record Keeping: Record all payments received and update the accounts receivable ledger accordingly.