Job Description

Position Description

POSITION TITLE:

Purchasing Coordinator/Admin

DIRECT REPORTS:

0

DEPARTMENT:

Admin

CLASSIFICATION:

Non-Exempt

LOCATION:

Grand Rapids

APPROVED DATE:

REPORTS TO:

Director of Executive Support

REVISION DATE:

March 29, 2022

MARCECO is a Wholesaler that sources and sells products and services to retail locations throughout the US:

-        Marceco is also a Direct Distribution Partner for Boost Mobile with over 2200 authorized locations nationwide.

-        We have the largest sales team in the country as a partner to Boost Mobile.

-        Headquartered in Grand Rapids, Michigan, our office houses the Executive Team, Human Resources, IT, Finance, Operations, Distribution and Customer Support.

-        We have a second warehouse in Addison, Texas that ships 43% of our total product to our west coast customers.

POSITION SUMMARY:

The Purchasing Coordinator is responsible for coordination of the purchase of products and services for the company.  This position will serve as the liaison, in ordering, between the internal departments and suppliers.  It is their responsibility to place orders for both products and services.  Additionally, this position is responsible for coordinating travel-related operations and programs.  The scope of coordination includes planning for and scheduling meetings of any size, coordination of meal events with restaurants and venues, and adeptly planning conferences and other events. Conference and large event planning requires the administrative responsibility with vendors to solicit the best value, and coordinating all associated logistics (e.g., attendance, travel, lodging, per diem expenses, etc.). This position has no direct reports but works in tandem with the other Administrative employees and company departments in support of their travel and meeting needs. 

CORE COMPETENCIES:

1. Coordination: Ability to synchronize and integrate activities and responsibilities to ensure that the resources of the organization are used most efficiently in pursuit of the specified objectives.
2. Decision Making: Ability to select an effective course of action by understanding issues, comparing solutions and drawing conclusions to resolve problems with the assistance of leadership.
3. Team Player: Ability to be an active participate of a team and move the team toward the completion of goals.
4. Project Management: Ability to demonstrate an understanding of planning, organizing, delegation, staffing, directing and controlling work tasks.
5. Initiative: Ability to act promptly and take steps to solve or settle an issue proactively. Includes accountability and ability to reach a goal or perform a task with little supervision or direction.

OTHER KNOWLEDGE, SKILLS & ABILITIES:

·        Frequent use of Microsoft Office products, including but not limited to Outlook, Word, Access, Power Automate, and Excel 

·        Ability to work on multiple projects and tasks simultaneously without sacrificing quality

• Ability to communicate effectively both verbally and in writing

·        Strong time management and prioritization skills 

·        Highly collaborative and able to build trusting relationships across a diverse workforce 

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

1.     Assist with sourcing materials, goods, products, and services

2.     Establishes professional relationships with clients as well as vendors and suppliers

3.     Verifies purchases by comparing them to a master list

4.     Balances serving the needs of departments and employees with championing adherence to company policies

5.     Performs travel and event coordination for the company, to include all employees and departments within company policies

6.     Recommends improvements in company travel and departmental purchasing policies to improve efficiency and efficacy

7.     Manages and monitors contracted services with travel partners and travel rewards programs company-wide

8.     Develops project plans for conferences and large events

9.     Leverages conference and large event plans to identify needs

10.  Coordinates company event needs with restaurants, vendors, venues, hotels, and conference centers as needed

11.  Works closely with vendors and venues for conferences and large events to ensure fulfilment of purchased goods and services

12.  Reviews travel and event receipts and invoices to ensure alignment with expected expenses, agreements, and quotes

13.  Assists with the Admin team strategies and initiatives by completing tasks and ongoing projects as assigned and learning/implementing new processes

14.  Monitors Travel Team inbox for communication that needs attention

15.  Generates reports utilizing internal databases for special projects and other departments

16.  Creates and maintains SOP files for all processes and procedures as implemented or changed

17.  Cross-trains to provide support and coverage to other positions of the Admin team

18.  Participates in team projects, phone calls, and other meetings as assigned

NON-ESSENTIAL RESPONSIBILITIES: Other duties as assigned

SUPERVISION RECEIVED:

Reports to Director of Executive Support.  Receives periodic checks for performance.  Refers unique questions/conditions to immediate supervisor.  Works with admin and sales teams for travel and purchasing action plans, standard operating procedures and follows established work procedures. Uses a wide range of procedures to accomplish assigned objectives.

• POSITION TYPE/EXPECTED HOURS OF WORk: This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. Evening and weekend work may be required as job duties demand.

EDUCATION & EXPERIENCE:

• High school diploma/graduate with minimum 1 years’ experience in similar role
• Experience working with vendors for contracted services
• Two years of experience in office environment, banking, business, accounting or combination thereof
• Ability to work with an expense database. Preferable Concur.