Purchasing Assistant

Position Summary

BCIT’s Corporate Services department is seeking a regular, full-time (1.0 FTE) Purchasing Assistant. This position performs a variety of duties related to clerical, administrative support and purchasing activities within the Purchasing and Logistics Departments.

Responsibilities include:

distribution ofpurchase requisitions, purchase order/releases, expediting purchase orders, ordering low-value goods/services, maintaining Petty Cash and “Imprest” accounts, maintaining departmental files, such as requisition, control purchase orders, correspondence, etc., and providing customer service activities tocustomers and suppliers regarding the status of orders. This position is also responsible for preparing competitive bid documents and subsequent analysis of bidder responses for input into summary spreadsheets for presentation to the Senior Buyers.

In addition, the position also provides administrative support to the senior staff positions and, when required, receptionist duties for the Purchasing Department.

Duties & Responsibilities
DUTIES AND RESPONSIBILITIES

Provides purchasing support by:

Providing clerical and administrative support services to the Senior Buyers, Buyer, and Central Stores Supervisor positions. This includes preparing and issuing Letters of Offers, Requests for Proposals, low-level purchasing, Invitations to Tenders, and correspondence, budget, and departmental reports.

Summarizing Letter of Offer, Request for Proposal, and Invitation to Tender responses and results for input into summary spreadsheets for presentation to the Senior Buyers.

Maintaining data integrity of the purchase order and expediting systems, including liaising with departments and suppliers regarding the status of individual and Institute orders. This includes assisting with issues related to shipping and deliveries.

Expediting the requesting department’s orders, ensuring the receipt of ordered materials, supplies and services within required time periods.

Preparing and maintaining BCIT visa, Imprest, and petty cash funds, including payments, reimbursements, and account controls and reconciliation.

Determining source of supply from appropriate defined vendor lists, literature catalogues, and researching new supplier sources with final award approval made by a Buyer/Senior Buyer and/or Assistant Director.

Reviewing completeness of requisitions with particular emphasis towards budget signing level authorities, appropriate budget application (capital or operating) and quantity, as well as specific details.

Determining pricing, availability, quality and, if necessary, samples for evaluation with the requester.

Understanding BCIT Supply Management Division policies and procedures with an emphasis on the purchasing procedures and control requirements.

Provides clerical and administrative support by:

Processing and placing designated purchase order releases as directed from pre-approved standing orders with pre-determined order quantities

Filing and archiving purchase orders, purchase requisitions, correspondence, etc.

Data entry, updating and maintaining Banner™ ERP system with purchase requisition, purchase order, and supplier information

Updating, as directed, the Supply Management computerized and/or manual systems

Ensuring timely opening and distribution of department mail to the appropriate departmental staff members

Greeting incoming customers and providing customer-centric services

Assisting the buyers in ongoing online systems contract maintenance and training of the BCIT community as required

Processing and ordering bus rental requests and other standing order requests as assigned

Ordering and maintaining Department’s business equipment, office stationery, and supplies as required

Running system-generated departmental reports using Cognos® on request or per schedule

Reviewing activity and maintaining X-order (blanket) and Agreement renewals using system-generated reports

Ensuring the continued establishment, organization and maintenance of the Department’s catalogue reference library and literature information files.

Cross-referencing and matching purchase requisition signing authority signatures with Budget…