SHRM Purchasing Administrator in Alexandria, Virginia

Overview

The Purchasing Administrator is responsible for procuring products and services of low to medium complexity in the support of the organization’s internal clients. Position handles low to medium complexity external procurement in support of multiple internal clients. This position is the focal point for the interface between internal clients, suppliers and other internal departments. The administrator handles the day-to-day issues involved with sourcing, purchasing, and receiving products and services and provides training for staff with regards to the purchasing system used by the organization.

Responsibilities

YOUR TYPICAL DAY MAY INCLUDE....

  • Administer the centralized purchasing function by approving department purchase requests and purchasing goods and services as requested by departments, within the established budget confines. Ensure items are correctly entered in the purchasing system in a timely manner.

  • Meet with vendors as needed to improve the quality of goods and services and to enhance the value of the goods or services procured.

  • Provide training to current and new employees using the purchasing system.

  • Produce and run reports that contribute to the budgeting process for the departments across the organization.

  • Work closely with Accounts Payable to verify vendor invoices, pay invoices in a timely manner, verify receipt of goods or services and close out purchase orders.

  • Handle the day-to-day issues arising between vendors and the organization.

  • Assist in the execution of the Emergency Plan, such as emergency notifications to all internal staff.

  • Prepare and update the Purchasing Business Continuity Plan, ensuring that purchasing operations continue in the event the organization’s purchasing system is unavailable.

  • Meet regularly with internal clients and supervisors to review the purchasing process, identify weaknesses and protectively improve it.

Qualifications

THESE ARE SOME OF THE TOOLS YOU WILL NEED IN YOUR TOOLBOX ....

  • Written and oral communication skills to interact effectively with all staff levels and external vendors; ability to read and interpret complex data and information; use mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks with frequent interruptions.

  • Understanding of electronic purchasing and accounting systems, preferably NetSuite as well as the use of Microsoft Word and Excel.

  • Strong negotiation skills are a plus.

THIS IS WHAT YOU MUST BRING TO THE TABLE....

  • High school diploma or equivalent.

  • 2 years of purchasing experience in an organization using an accounting ERP system, preferably NetSuite with a purchasing module.

HERE IS SOME ADDITIONAL INFORMATION YOU WILL NEED TO KNOW...

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Regularly required to sit; talk and hear, use hands to type, file, handle or feel. The employee is frequently required to reach with hands and arms. Occasionally required to stand; walk and stoop, kneel, crouch, or crawl. Visual acuity to use a keyboard, prepare and analyze data and figures; transcribing, viewing a computer terminal; extensive reading.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is regularly performed in a professional office environment and routinely uses standard office equipment. This job requires limited travel 0-10%.

The Society for Human Resource Management is an equal opportunity employer (Minority/Female/Disabled/Veteran).

ACCESSIBILITY NOTICE: If you need a reasonable accommodation for any part of the employment process due to a physical or mental disability, please send an email to: accessibility@shrm.org or TDD (703) 548-6990.

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Category Administrative Services