Purchasing Manager

Description

Scope:

The Purchasing Manager is responsible for overseeing and managing the company’s procurement activities, ensuring cost-effective and timely acquisition of materials, services, and equipment. This role involves creating vendor contracts, obtaining competitive bids, and managing the purchasing processes within Sage Intacct. Additionally, the Purchasing Manager will handle vendor compliance, including gathering necessary documentation such as W-9 forms, and oversee general insurance policies related to vendor relationships.

Responsibilities:

• Vendor Contract Management:
  • Develop, negotiate, and manage vendor contracts to ensure favorable terms and compliance with company policies.
  • Establish long-term relationships with key suppliers to secure consistent pricing, quality, and service.
• Competitive Bidding Process:
  • Solicit and evaluate bids from multiple vendors to ensure competitive pricing and optimal quality for goods and services.
  • Analyze proposals and recommend vendors based on cost-effectiveness, quality, and reliability.
• Purchase Order Management (Sage Intacct):
  • Oversee and manage the purchase order module within Sage Intacct, ensuring accurate entry and tracking of all purchasing activities.
  • Monitor and approve purchase orders while ensuring alignment with company budget and project needs.
• Vendor Documentation and Compliance:
  • Obtain and maintain accurate vendor documentation, including W-9 forms and any other necessary tax or legal forms.
  • Ensure vendors meet all compliance requirements and are appropriately onboarded into the system.
• Insurance Oversight:
  • Oversee and manage general insurance policies related to vendor engagements and the procurement process.
  • Ensure all vendor contracts include necessary insurance coverage and that certificates of insurance are collected and up-to-date.
• Budget and Cost Management:
  • Monitor procurement budgets, ensuring all purchasing activities align with financial goals.
  • Continuously look for opportunities to reduce costs without compromising quality or efficiency.
• Cross-Department Collaboration:
  • Work closely with other departments such as finance, legal, and operations to ensure procurement strategies align with overall company goals.
  • Serve as a point of contact for vendor-related issues, including resolving discrepancies and disputes.
• Procurement Processes and Process Improvement:
  • Continuously evaluate and improve purchasing processes to enhance efficiency, reduce costs, and ensure compliance with company policies.
  • Knowledge of procurement processes and the ability to uphold and implement organizational processes and make suggestions and implement improvements as needed.
• Maintain a positive attitude towards assigned work, clients, and staff, and a willingness to work with others.
• Perform work in a professional manner that upholds Wayne Metro’s policies and procedures.
• Other duties as assigned.

Qualifications

Minimum Qualifications:

• Bachelor’s degree in Business, Supply Chain Management, or a related field preferred.
• 5 years of experience in procurement or purchasing management.
• Experience with Sage Intacct or similar ERP systems.
• Strong negotiation, contract management, and vendor relationship skills.
• Knowledge of procurement processes and policies
• Knowledge of W-9 requirements and vendor insurance policies.
• Excellent analytical and organizational skills with attention to detail.
• Ability to manage multiple projects and priorities in a fast-paced environment.
• Experience in using Google Suite, Analytics, and AdWords.
• Experience in graphic design is highly desirable.
• Excellent writing and copy-creating skills.
• Strong leadership and organizational skills.
• Experience in a non-profit setting is preferred.
• Exceptional ability to communicate effectively both orally and in written form.
• Self-starter with the ability to function under tight deadlines and coordinate multiple tasks simultaneously.

Minimum Competencies:

•Ability to learn and navigate new software quickly.

•Excellent interpersonal and professional skills including but not limited to communication, professional appearance, tact, punctuality, and dependability.

•Excellent customer service skills with the ability to work with internal and external customers in a friendly, cooperative, and professional manner.

•Ability to work well under pressure and/or against opposition and to handle conflict in a professional manner.

•Strong organizational and time-management skills.

•Must be flexible, reliable, and have the ability to work autonomously, as well as in a supportive/team-based environment.

•Effective problem solver and decision-maker.

•Understanding of basic data analysis and reporting.

•Strong passion and ability to provide services for those persons facing economic, social, health, age, and educational barriers.

Physical Requirements and Work Environment

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. This job operates in a professional office environment with a usually quiet noise level. This is largely a sedentary role and the employee must occasionally lift and/or move up to 25 pounds. While performing the duties of this job, the employee is regularly required to sit, frequently use hands and to talk or hear. This position is hybrid and requires a minimum of two days per week in person.

Licensing and Other Requirements:

• Valid identification and reliable transportation.

Although the Covid-19 vaccination is no longer mandated, it is encouraged. Wayne Metro will always prioritize the safety of our staff and clients.

Travel Requirements:

• Ability to travel to various sites.

Work Hours:  Work to be scheduled Monday through Friday with specific hours to be determined by department needs.

Other Duties

Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job.  Duties, responsibilities and activities may change at any time with or without notice.

Wayne Metropolitan Community Action Agency is an Equal Opportunity Employer - EOE/M/F/D/V