Purchasing & Facilities Assistant

Job Title:  Purchasing & Facilities Assistant

Location: Louisville, KY

FLSA Classification: Exempt

Reports To: 

Summary: Under general supervision, initiates purchase requests and tracks all equipment and supply orders for office and field operations through receipt and payment; files damage claims and processes and ships returns and provides general office support for Administration. Coordinates activities related to storing, inventorying, issuing, and shipping of materials, supplies, tools, equipment, and parts, in warehouse.

Essential Duties and Responsibilities include the following:

  • Receives and verifies requests for equipment and supplies, verifies accuracy of request and processes purchase orders for corporate and field offices. Evaluates the quality and appropriateness of supplies and equipment; conducts cost/quality comparisons prior to submitting requests to procurement office.
  • Tracks status of orders and maintains complete records of orders, purchases, returns, shipping etc. Maintains contact with vendors regarding status of purchase orders and merchandise, the offering of new products, and the long term availability of products.
  • Receives, inspects, and distributes merchandise to appropriate individuals; returns damaged or incorrect product to suppliers/vendors. Issue resolutions of all Return Material Authorizations, RMAs . Verify accuracy and condition of delivered product with purchase order and log all applicable serial numbers.
  • Validate all Bills of Materials before shipment to customer; prepare outgoing shipments and verify on time/scheduled delivery to customer.
  • Prepares periodic reports related to purchasing, inventory control, and shipping and receiving within the local operation.
  • Periodically confers with appropriate staff from all business units to determine ongoing purchasing needs and product specifications for procurement planning, sourcing and cost management. Maintain Just-In-Time inventory functions.
  • Obtains and updates information on open market and contract purchase prices for GSA and other business contracts from vendors/suppliers.
  • Maintain the warehouse in clean and organized manner.
  • Address facility maintenance issues by contacting appropriate service provider, i.e., phone company, landlord, electrician, and scheduling required service.
  • Provides general office support and phone coverage as needed. Performs other related duties as may, from time to time, be assigned by the supervisor.

Competencies To perform the job successfully, an individual should demonstrate the following competencies:

  • Quality – Demonstrates accuracy, thoroughness and attention to detail; Looks for ways to improve and promote quality; Monitors own work to ensure quality.
  • Cost Consciousness – Works within approved budget; Suggests and implements cost saving measures; Conserves organizational resources.
  • Customer Service – Manages difficult or emotional customer situations; Responds promptly to customer needs. Establishes and maintains effective business relationships with vendors/suppliers.
  • Communication – Listens and gets clarification; Asks appropriate questions to gain clarity, Responds well to questions; Writes clearly and accurately; Able to read and interpret written information.
  • Planning/Organizing – Takes initiative and uses independent judgment to prioritize and plan work activities efficiently; Follows defined procurement policies and procedures. Manages competing demands and effectively deal with frequent change, delays, or unexpected events.

Qualifications To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: High school diploma or general education degree (GED) required. Prior work experience, minimum of 0-2 years, education and/or training that would provide working knowledge of purchasing methods and procedures; record keeping methods, the application of bookkeeping principles and methods to the keeping of procurement records and general knowledge of supplies and materials utilized in office, technical, or maintenance operations.

Certificates, Licenses, Registrations: Maintain a valid driver’s license.

Language Skills: Ability to read and interpret documents such as safety rules, basic operating and maintenance instructions, and procedure manuals. Ability to compile and write routine reports and correspondence. Ability to communicate effectively with employees, vendors, and the public in person, via email/text and by phone.

Mathematical Skills: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent.

Reasoning Skills: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Computer Skills: To perform this job successfully, an individual should have knowledge of Fleet Tracking System, Microsoft Outlook email and contact management, Word, Excel and basic recordkeeping/accounting software.

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.

While performing the duties of this Job, the employee is occasionally required to walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must regularly stand and talk or hear. The employee is occasionally required to lift and/or move up to 10 pounds. There are no special vision requirements for this position.

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 performed in an office environment. The noise level in the work environment is usually quiet.

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