PROCUREMENT MANAGER/FACILITIES ASSISTANT

The Rescue Mission is seeking a Full-time Procurement Manager/Facilities Coordinator to work Monday through Friday on our main campus in Syracuse, NY. The Procurement Manager/Facilities Coordinator will work closely with the Director of Facilities & Capital Planning to obtain quality equipment, furnishings and supplies for all departments of the Rescue Mission while negotiating the best prices, quality and delivery of services. This position will oversee the internal controls of all purchases by maintaining the Rescue Missions software system and ensuring that all purchasing policies are adhered to. The Procurement Manager/Facilities Coordinator will manage the facilities work order system and also provide outstanding customer service to all of the Rescue Missions locations and offer excellent administrative support to the Facilities Team.

Duties & Responsibilities

• Maintains a safe and clean working environment by complying with procedures, rules and regulations.

• Responsible for processing and maintaining records of contracts and bid proposals, and developing, processing and entering information into the CMMS.

• Ensures quality-purchasing procedures by reviewing the purchasing function and making recommendations for improvements to the system when needed.

• Assists with purchasing and receiving by locating vendors and checking pricing of maintenance and project supplies as the need arises, processing purchase requisitions, purchase orders and receiving reports to acquire needed tools and supplies.

• Achieves quality purchasing goals by researching suppliers for price, quality and service.

• Seeks favorable pricing by negotiating with vendors for the best pricing available.

• Follows set purchase order procedures by reviewing purchase requisitions for accuracy and completeness.

• Placing purchase orders with vendors, using purchase requisitions from staff. Providing purchase order information to receiving staff.

• Sets up and provides system administration for the Serenic data base users. Assures internal controls are maintained in Serenic.

• Coordinates purchasing of commodities by analyzing individual team needs and consolidating orders (bedding, towels, copier paper, etc.)

• Keep historical records by maintaining an adequate filing system of purchase orders issued.

• Provide enhanced customer service by following up on purchase order status and assisting with receiving of certain supplies and delivering them to requesting team.

• Analyze vendor cost and service assists with payment terms by arranging credit terms with vendors.

• Shop and order through local vendors if the price is competitive

• Provides administrative support to the Director of Facilities & Capital Planning. This may include maintaining and developing documents and spreadsheets, processing monthly reports and department payroll, coordinating meetings and special events, maintaining department communication board and other administrative tasks as assigned.

• The lead for handling all incoming calls regarding work requests, procedures, complaints, information and emergencies. Tracking overall customer service for the department.

• Oversees the work request process by entering work request into the computer, routing them to the appropriate supervisor, and maintaining accurate and timely communications with all involved in the projects until completion.

• Responsible for updating preventive maintenance information, generating PM work schedule reports, input of PM task completion data and generating past due reports.

• Maintains inventory by monitoring stock of regular and preventive maintenance supplies.

• Responsible for tracking orders to see they are received and follow up on items that are on back order to ensure they are received in a reasonable length of time. Processing invoices for payment when received.

• Assists with purchasing and receiving by locating vendors and checking pricing of maintenance and project supplies as the need arises, processing purchase requisitions, purchase orders and receiving reports to acquire needed tools and supplies.

• Maintain files for Department of Health (DOH) binder and assist with facility inspections and rounds.

• Responsible for processing and maintaining records of contracts and bid proposals, and developing, processing and entering information into the CMMS.

• Responsible for maintaining historical files on facility and equipment including: blueprints, CAD drawings, owners manuals and repair manuals and drawings.

• Maintains the key and access card system for the entire Rescue Mission.

• Assists with processing financial and variance reports as well as capital and operations budget preparation.

• Participates on project teams and customer task forces as required.

• Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications and establishing personal networks.

• Maintains a safe and clean working environment by complying with procedures, rules and regulations.

• Regular and predictable in-person attendance is an essential requirement of the job.

• Promotes a safety first attitude by setting a positive example and ensuring all employees are following safety policies and procedures.

• Perform other duties as assigned.

Education Requirements

• High School Diploma or equivalent required.

• Two-year degree in accounting, business or related field preferred.

• 2-3 years experience as a receptionist, secretary or administrative assistant.

• Building & Grounds, Facilities, Physical Plant experience preferred.

Knowledge, Skills, & Abilities Needed to Perform Effectively in this Position

• Experience in purchasing or sales

• Computer experience required - Must be proficient in Microsoft Office software

• Ability to effectively communicate orally and in writing.

• Ability to flex communication style based on audience and needs.

• Skill in data entry and working with third parties.

• Exceptional customer service skills.

• Able to handle multiple projects effectively

• Ability to handle sensitive and confidential information appropriately

• Passion for the mission and vision of the organization

Additional Requirements

• Valid NYS Drivers License in compliance with company driving criteria

• Ability to deal effectively with a wide variety of personality types

• Ability to represent the Rescue Mission in a professional, courteous and customer-focused manner

• Supports and complies with all Rescue Mission policies and procedures

• Maintains a safety-first attitude at all times, utilizing universal precautions and safe work practices

We offer a comprehensive benefit package including health, dental, vision, life insurance, and generous 401(K) program plus additional voluntary benefits. Minorities and Women encouraged to apply.

The Rescue Mission is an equal opportunity employer.