Purchasing Agent, Facilities

Overview

Reporting to the Facilities Stockroom Manager, the Purchasing Agent works with Facilities Operations managers, tradespeople, grounds and mechanical staff, and other campus customers. This position independently manages assigned commodities, which may include MEP, construction, furnishings, automotive, heavy equipment, grounds materials, etc. The Purchasing Agent will be responsible for identifying cost savings and cost avoidance, and partnering with internal stakeholders and outside suppliers to ensure materials are procured at the best value in a timely manner to support the University.

The Purchasing Agent runs daily purchasing reports and meets with vendors to stay current on products and services. The Purchasing Agent also provides general office support and stockroom back-up.

Special Order Processing

• Primary warehouse purchasing contact for special order requests, sourcing, and processing.
• Independently place purchase orders for special order goods with accurate pricing, part information and descriptions, within USNH Purchasing Guidelines.
• Obtain the necessary paperwork and supervisory approvals before placing purchase orders over a specified limit.
• Assist Facilities and other campus personnel with special order requests by answering questions, making suggestions and obtaining pricing and availability.
• Research various vendor print catalogs, internet catalogs and manufacturer or vendor websites to identify proper parts, assemblies or products based on specific or generalized specs provided by the Facilities tradespeople or other campus customers.
• Obtain and document quotes from various vendors for special order items assuring the best price available consistent with any time and/or freight constraints.
• Process return-to-vendor (RTV) paperwork and coordinate with the vendor on any returns, credits and re-shipments necessary and monitor the returns to make sure the vendor follows through with pick-ups, return shipments and processing of credits.
• Enter and maintain the special order Access database to provide follow-up information on orders and usage information on various parts.

Stock Order Processing

• Generate and monitor the daily stock part requirement report and the Gen PREQs report to make sure that any needed items are ordered from the appropriate vendor.
• Make informed judgements and decisions on the need to place an order based on the parts past usage and the expected lead time.
• Processes the stock purchase orders assuring accurate order quantities, pricing and delivery date information.
• Follow up with vendor to correct any purchase order pricing, quantity or condition discrepancies reported by the warehouse personnel and update overdue delivery dates.
• Monitor and update the vendor part numbers and unit pricing for assigned vendors and assure that vendors are supplying an invoice for every shipment/purchase order.
• Process return-to-vendor (RTV) paperwork and coordinate with the vendor on any returns, credits and re-shipments necessary and monitor the returns to make sure the vendor follows through with pick-ups, return shipments and processing of credits.
• Recommend adjustments, based on monitoring of past item usage and information learned from communications with tradespeople, to the ROP, Safety Stock and/or EOQ levels and make those changes as directed.
• Process UShopNH purchase orders requests for vendors that do not accept P-Cards or for orders over the specified P-Card limit.
• Using the report generator, generate a monthly housekeeping part request report to determine housekeeping stock needs prior to the warehouse picking and delivery schedule.
• Order stock housekeeping supplies based on information obtained from the housekeeping part request report and communications with the housekeeping supervisors.

Manage The Facilities Refrigeration Gas Program

• Calculate, enter and bill all refrigerant gas used to the proper work order based on scanned reports sent from Facilities Maintenance Control.
• Maintain an accurate on hand inventory of refrigerant and prepare required Excel reports to comply with University and OSHA regulations.
• Maintain contact with vendors on current pricing and availability of highly volatile refrigerant market
• Place orders for and track new virgin refrigerant as needed to maintain adequate on hand reserves.
• Process used reclaim tanks for return and credit or disposal.

General Office And Warehouse Support

• Answer incoming calls and respond to a variety of inquiries from the campus community and vendors.
• Assist the technicians with any mobile tablet or desktop issues in regard to ordering parts.
• Act as the Account Manager for processing P-Card transactions to include reconciling daily P-Card charge amounts with purchase order receipts, scanning into the IWMS and updating.
• Develop and maintain relationships with UNH personnel, vendors, and the public.
• Maintain the special purchase order Travel Slip spreadsheet and issue, record and process the Travel Slip purchase orders for the various…