Job Description
Position Summary:
The Junior Buyer is responsible for researching, analyzing, and securing various products and services essential to enhancing the Javits Center’s business. This position will assess supplier proposals including compliance with procurement guidelines, company policies, and alignment with strategic company objectives. This position must source new product streams, acquire new vendors, and develop innovative procurement strategies. This position will be responsible for data management with regards to purchases, contracts, and work to develop purchasing standard methodologies. This position works independently from start to finish by performing cost benefit analyses, reviewing contracts, and negotiating the most advantageous pricing with vendors with RFP’s, RFI’s and IFB’s. Responsibilities include accountability based on measurable cost-effective results, efficiency, productivity, and quality of work.
Key Job Accountabilities:
- Reporting of cost analysis, monthly distribution of procurement reports to stakeholders, quarterly and annual compliance reports, departmental scorecards, and ad hoc requests.
- Improve PO compliance metrics for timeliness of PO creation, PO approvals, payments, etc.
- Work closely with stakeholders to understand and obtain specific information needed for procurements. Follow up with stakeholders on required information and actions related to PO’s while serve as point of contact with vendors and assist in resolving issues.
- Accountable for understanding and enforcing the Javits Center’s purchasing guidelines.
- Evaluate order and bid documentation (e.g., specifications, scope of work, requisitions, change orders, bids, etc.) for the purpose of ensuring proper acquisition of supplies and services within compliance guidelines.
- Support the month end close process by partnering with the Finance team to ensure that expenses are captured in the appropriate period.
- Review open purchase orders monthly and communicate results to various departments.
- Manage business relationships with vendors and stakeholders, including reviewing contracts to ensure timely renewal; analyze vendor performance.
- Responsible for developing KPI’s and monthly reporting by department.
- Manage open orders, data entry, and resolve invoice discrepancies. Develop and maintain a knowledge base on product purchase order management through all aspects of the purchasing lifecycle.
- Coordinate the evaluation of competitive proposals to assist stakeholders in selecting the vendor most appropriate to meet their needs.
- Monitor vendor and product performance to ensure they continually meet the highest standards and timely resolve delivery or quality problems.
- Find opportunities to drive value through improvements in supplier performance.
- Manage the negotiation process, including specification of goods and services, quality, price, terms, conditions, availability, delivery and supplier s reputation and history.
- Communicate clearly and effectively to others, understand processes and rationale behind them.
- Ability to manage multiple projects simultaneously, communicate, expedite, and report in a fast-paced environment.
- Advise on most efficient means of procuring items and applicable procedures. Counsel requestors regarding product availability and economic purchase factors.
- Ability to develop and maintain strong customer relationships for both the internal stakeholders and external vendors.
- Participate in testing and training plan development. Responsible for participating in the development end-user documentation (Procurement Procedures, Test Scenarios, Work Instructions, Procurement Policies.)
- Own the creation and on-going review of training materials for any procurement processes in the systems landscape.
- Monitor overall procurement procedures for improvements. Coordinate with Director of Procurement and procurement team to implement purchasing improvements including standardized forms, file organization and documentation requirements.
- Maintain purchasing information, electronic files, and records for the purpose of ensuring availability of documentation and compliance with established policies and regulatory guidelines and in case of audit.
- Prepare documentation such as price analysis, vendor selection, lease versus buy analysis, operating versus capital lease analysis, sole/single justifications, market surveys, best value, and technical evaluations.
- Research widely for supplies and material, vendors, laws, regulations, etc. for the purpose of recommending purchases, contracts and maintaining services for the Javits Center.
- Work with the team incorporating innovative ideas, assisting colleagues, and completing tasks in a timely fashion in an environment of cooperation and professional behavior.
Qualifications:
- Qualified candidates will have a B.A./B.S. degree and minimum of 2 years’ experience in procurement administration.
- The ideal candidate will have majored in Accounting, to facilitate future position rotation opportunities within the Finance department. Other Business-related degrees will be considered.
- Experience preparing RFQs/RFPs/RFI preferred.
- Strong data analysis experience, specifically in analyzing vendor performance and providing benchmarking and metrics.
- Advanced computer skills (MS Excel, Outlook, and Word). Proficiency in Oracle NetSuite preferred.
- Capable of performing reporting functions and critical analysis of results driven business goals and efficiencies.
- Excellent written and oral communication and inter-personal skills
- Willingness to work additional hours at peak operating cycles.
- Knowledge of New York State procurement a plus.
- High degree of accuracy, attention to detail and confidentiality.
- Excellent analytical, problem solving and decision-making skills.
- Effective verbal, listening and written communication skills.
- Effective organizational and time management skills.
- Demonstrates a sense of urgency and ability to meet deadlines.
- Ability to work independently or as a team member.
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