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The Purchasing Supervisor for Facilities reports to the Sr. Director for Facilities Services and Integrated Planning and leads the Facilities procurement program in compliance with all purchasing policies and procedures with the aim of reducing cost and meeting customers' expectations of quality and schedule. The Purchasing Supervisor is responsible for all aspects of the procurement process from fulfillment of purchase requests through to payment as well as supporting service contract administration. With guidance from senior management, the Purchasing Supervisor defines and implements the strategic sourcing and environmentally preferable purchasing policies for Facilities. The position is the primary liaison with vendors/suppliers, internal customers, and functional peer groups such as Procurement, Stockroom, Design & Construction, Facilities Finance and Accounts Payable. The position supervises two Purchasing Associates.
Assume a leadership role in the direction, oversight, research, assessment, and execution of Facilities related procurement of materials and services
Supervise a team of buyers to ensure compliance with the Institute's purchasing policies and procedures
Establish and maintain professional vendor relationships to create competitive advantage
Conduct market research and identify suppliers that can meet or exceed specifications
Integrate environmentally preferable purchasing into vendor identification and selection
Assist with strategic sourcing including profiling spend categories, conducting market analysis, selecting appropriate sourcing processes and negotiating with suppliers
Ensure material is purchased through a competitive bid process with qualified, low-cost suppliers that can meet quality, quantity and schedule requirements
Evaluate responses to solicitations and perform cost or price analyses to ensure satisfaction of customer requirements
Evaluate material requests and purchase orders in a timely manner for validity, accuracy and completeness
Communicate with suppliers and customers to develop technically sound procurement documents and update contracts/purchase orders as requested
Prioritize and expedite materials purchases as required
Establish clear, concise, and timely communication with customers and suppliers throughout the life cycle of each procurement transaction regarding the status of purchase orders and material requests and any changes to expected specifications, cost or schedule
Follow up and partner with customers to ensure ordered materials meet end-user quality, cost and schedule requirements
Coordinate returns with customers, stockroom, finance and vendors including processing credit memos and ensuring credits are properly recorded
Prepare and manage appropriate documentation to substantiate vendor selection and support the needs of both the Facilities department and the Purchasing Services department
Maintain fluency in all software systems including eProcurement (Jaggaer), integrated work management (AiM) and enterprise resource planning (Oracle)
Review and develop working knowledge of purchasing-related trends and best practices and make appropriate recommendations/changes to improve internal processes
Participate in developing and managing business analytics and reporting to support performance metrics and benchmarking
Complete other projects and/or duties as assigned
Bachelor's degree in business administration, procurement, supply chain management or a related field
A minimum of 5 years of procurement or relevant work experience
Excellent organizational skills, a high level of initiative, and the demonstrated ability to work in a collaborative hands-on environment
Exceptional customer service attitude, a willingness to meet high expectations, handle multiple tasks simultaneously and prioritize daily job requirements
Ability to follow standard processes in a high-volume environment while solving both routine and complex problems with an appropriate sense of urgency
Experience in applying best business practices in facilities related purchasing, and have a solid understanding of applicable laws, and government regulations
Demonstrated proficiency with eProcurement systems and advanced knowledge of Microsoft Office applications, and database tools
Excellent interpersonal and written communication skills
Purchasing experience in higher education or government
A strong working knowledge of facilities operations
Detailed knowledge of and experience with AiM, Jaggaer and Oracle software
Purchasing or procurement related professional certificates or memberships
We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
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The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.