Purchasing Representative

Role Overview

• Provides support in accordance with Procurement Operations Policy #202
• Assists in researching suppliers / providers of goods and services considering value, quality, service, and reputation as requested by vendor owners; obtains quotations upon request.
• Assists in preparation, distribution, and compilation of responses to RFIs/RFQs/RFPs in bid analysis format as requested by vendor owners and based on specifications provided.
• Collects and files bids/quotations/acknowledgements/exceptions documentation for audit purposes.
• Escalates potential quality or internal control issues.
• Maintenance of Workday system
• Monitor business processes for delegations, purchased orders and requisitions
• Performs vendor review (reasonableness), set up, documentation, payment controls and status monitoring (active/inactive).
• Reviews and distributes reports to track production, monitor compliance and enforce internal control measures.
• Troubleshoots system issues and/or end user issues with Technical Support and vendors for positive resolution.
• Monitors Purchase Order queues and responds promptly.
• Reviews new purchase order content for accuracy to ensure compliant and efficient (blanket POs) routing; review documentation for accuracy, completeness and reasonableness, escalating questionable or unusual requests or usage.
• Reports problems with purchase order queues or workflow errors.
• Reviews approval paths for policy compliance, internal remarks, and external instructions prior to sending purchase order to vendor; resolves or reports conflicting issues.
• Assist with new user training.
• Provides feedback and remedial training when needed.
• Assists with product research and guidance to employees upon request, identifying vendor options, determining quantity, quality, service, and reliability.
• Suggests updates to policy, procedure and intranet site as needed.
• Assists with monitoring inventory, usage and backorder reports and reorder/reprint as necessary to ensure adequate volumes are available.
• Routes forms through Compliance, Marketing and/or Forms Owner(s) for changes / updates.
• Maintain specifications, proofs and Forms History.
• For branch and special supplies, assists with acquiring pricing, bids, quantity breakpoints, quality, service, delivery and other pertinent information.
• For large projects, assist with preparation and distribution of RFPs, vendor owner specifications, collecting responses and compiling the bid analysis.
• Identifies opportunities and offer solutions to improve efficiencies and cost effectiveness of processes.
• Reports opportunities to improve pricing, value, service and/or quality.
• Assists in managing the contract item list, identifying items to be added or removed.
• Maintains user logins, approval workflows and location information.
• Monitors contract purchase dollar/volume ratios, along with usage to ensure best pricing Option.
• Responsible for supplies and services setup for new branch locations.
• Work within their team and have a direct impact on their tasks.

Requirements

• 4 Year / Bachelors Degree Preferred
• 3 Years of Experience Preferred
• Must be able to easily adapt to Credit Union’s Purchase Order software system.
• Must have a working knowledge of the Microsoft suite of office products.
• Must be detail oriented.
• Must have demonstrated quality customer service skills.
• Knowledge of request for information, request for quote, and request for proposal processes and guidelines in support of general business operations.
• Previous experience monitoring or evaluating inventory levels to decide if adequate supply levels are available a plus.
• Purchasing operations experience, a plus.
• Previous experience working with inventory systems a plus.
• Prior experience reviewing contracts and service level agreements a plus.
• Learn and discover existing tools and processes to apply them along with their academic knowledge to achieve simple tasks.