Purchasing Specialist
The Purchasing Specialist is responsible for overseeing and managing the company’s supply management processes and business transformation as well as providing organizational assessment and re-alignment recommendations to senior management, including direction of the materials management and purchasing function to achieve service and inventory goals as well as the development of best in class processes to drive service level improvement. He or she will work across functional boundaries to ensure high levels of customer service and satisfaction relative to inventory service levels and management and communication of inventory issues/failures. The Purchasing Specialist will develop and manage cross functional projects with all key constituents depending on the project, and interfaces with various executives on procurement strategies.

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Essential Functions (including but not limited to):*

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Facilitate purchasing and order process for negotiated and ad-hoc/non-negotiated products/services within specific commodities as directed by QBS senior management.

• Obtain business requirements from QBS/QPS employees and communicate to suppliers and solicit price quotations and then negotiate.
• Support and direct end users on processing purchase requisition process.
• Responsible for reaching out to existing and new suppliers for quotes, orders and any other supplier related questions/issues.
• Reconcile all orders, proof of delivery and invoices on a monthly basis ensuring all charges are correctly billed to appropriate organizations through communicating with all related parties.
• Provide support to QBS Finance/Accounting department for timely payment to suppliers.
• Research and order unique purchase requirements on the internet as necessary.
• Prepare and analyze financial data and quotations.
• Any other administrative tasks as assigned.
• (near future) Review open Purchase Order reports on a monthly basis and determine which POs should be closed on a monthly basis to ensure accuracy of monthly reports to QBS management.
• Provide strategic sourcing direction guidance and integration across all purchase related contracts which includes all suppliers/vendors, but not be limited to, technology related products, computer systems, software applications (i.e. Winteam/eHub), company vehicles and associated leases, cleaning equipment and supplies, and heavy equipment rentals.
• Ensure Green Certification Initiative practices are followed relative to purchasing process. Ensure all product categories and equipment are Leadership in Energy and Environmental Design (LEED) compliant where appropriate. Respond and provide updates to clients regarding Green Cleaning Certifications requirements.
• Manage the tactical operations of the materials management and purchasing function. Review purchase order claims to ensure compliance with the company policy.
• Maintain full leveraged spend and applies efficient and effective negotiation strategies and techniques and manage the competitive sourcing (bid) process; oversee orders and deliveries. Develop and maintain an inventory process for supplies and equipment for all locations serviced by Quality Building Services (QBS).
• Engage in reviews with suppliers and internal/external stakeholders to optimize this total cost and drive productivity savings. Develop cost saving initiatives related to procurement of all products and materials.
• Develop and maintain appropriate strategies to mitigate and manage company risks, relating to market conditions, lead times, and shifts in pricing for strategic products and materials to optimize total cost of ownership to the company.
• Collaborate with internal stakeholders to ensure accurate forecasting and inventory planning. Liaise with counterparts in other functional areas to ensure alignment of Procurement department activities and objectives.
• Work across the organization to learn and share the best practices.
• Identify and implement process improvements to increase efficiency and accuracy.
• Identify vendor opportunities and challenges and partner with management to ensure appropriate resolution.

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Required Experience/Abilities:*

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Green Certification preferred but not required (although will be expected to obtain LEED Certification).

• Procurement/Purchasing/Supply Chain experience required.
• Strong working knowledge of inventory planning, forecasting techniques as well as operational systems and warehouse management for equipment and supplies.
• Prior experience in a service company, construction or retail distribution preferred. Must understand supply chain function and key performance indicators tied to supply and material management.
• Intermediate to advanced level in Microsoft Office suite including strong Excel skills for business and industry analysis, financial analysis; supplier selection and management.
• Strong analytical skills for total cost of ownership and benefit.
• Attention to detail and strong oral and written communication skills.
• Ability to navigate complex work population and operate in a lean environment.
• Ability to interface with all levels of management internally and externally.
• Very strong skills to communicate clear directions.
• Well organized, detail oriented, self-motivated problem solver.
• Ability to set priorities and make decisions by applying logic and information under a variety of conditions and circumstances.

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Quality Building Services is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran or any other characteristic protected by federal, state or local law._

Quality Building Services (QBS) is a client-responsive firm dedicated to providing premium cleaning, maintenance, restoration, security and specialty services throughout the New York Metropolitan area. Each day, QBS ensures over 30 million square feet of Class A Manhattan office space are maintained to exceptional standards. Security services are offered through our sister company, Quality Protection Services.

Job Type: Full-time

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