Purchasing Clerk/Administrative CoordinatorApply
Under regular supervision, orders tools, parts, materials, uniforms and supplies necessary for department operations in accordance with all established procurement policies and procedures. Tracks inventory and performs related work as required. Maintains and updates various records, manuals and logs as necessary.
SPECIFIC DUTIES AND RESPONSIBILITIES
Researches the availability and cost of tools, parts, materials, uniforms and supplies necessary for department operations.
Negotiates prices with vendors; places orders in accordance with established procurement procedures and policies, ensuring the best possible products at the best possible prices.
Communicates with vendors to place and expedite orders and to resolve any discrepancies. Maintains a good working relationship with all vendors.
Communicates with Convention Services, Restaurants and Caterers in and outside the hotel to order food and items necessary for clients and meetings as needed.
Maintains inventory of all equipment, supplies, keys and uniforms in use and in storage. Oversees organization of all storage areas.
Maintains inventory of all tickets, coupons and other printed supplies used and replenishes when necessary. Orders signage as necessary.
Arranges for delivery and/or pick-up of above items.
Maintains Accounts Payable log for all purchases and prepares Batch Sheet for payment of invoices. Prepares Purchasing Card Transaction Log.
Handles Accounts Payable calls and e-mails to answer questions or resolve payment issues.
Assists with Job Applicant process when necessary.
Maintains monthly graphs charting guest traffic, recruiting station production and Entertainment Panel sign-ups.
Maintains and updates MSDS Log, Maintenance manuals and Wardrobe Log.
Processes outgoing mail. Maintains Postage Log and Shipping Manual.
Performs general clerical work as required, including but not limited to preparing records and reports, copying and filing documents, entering computer data, faxing information, answering the telephone etc.
Receives and reviews various records and reports including maintenance reports, work orders, quotes/bids, purchase orders, check requests, invoices, warrantees, etc.
Refers to policy and procedure manuals, computer manuals, catalogs, parts and maintenance manuals.
Operates a computer, printer, fax machine, copier, calculator, telephone, two-way radio, laminator, etc. Uses office and computer supplies.
Interacts and communicates with various groups and individuals such as the immediate supervisor, other TVC managers, supervisors, employees, co-workers, sales representatives, vendors and delivery persons, etc.
Must have the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which involves the lifting, carrying, pushing and pulling of objects and materials of moderate to heavy weight up to 50 pounds.
All other duties as assigned.
Requires a high school diploma or GED equivalent, supplemented by one to two years of experience in purchasing, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.