Address
Form of workPRIMARY FUNCTION: The Purchasing Administrative Assistant is responsible for general administration / contract management for the Corporate Purchasing Department (reporting to the Vice President of Purchasing and supporting the Directors of Purchasing). This manages various forms of documentation (i.e. Safe Quality Food docs). This role requires an analytical skillset including the ability to utilize Excel in coordination with other systems to generate detailed reports and summaries for executive management.
RESPONSIBILITIES AND TASKS:
• Perform a variety of tasks relating to the administration of purchasing documents - Tracking, filing, policy compliance, DocuSign - contract review, terms and conditions negotiation, contracts, claims, Intelex - vendors required to submit pricing and documents to setup LW PBOM's, etc.
• Market research - Performing vendor research and selection to enhance profitability, reducing operating costs and boosting efficiency.
• Compile/draft and validate data, generate required reports and recommend issue resolution based on analysis.
• Prepare Requests for Pricing/Proposals/Information; identify/research viable suppliers; assist facilities in obtaining competitive bids; review metrics, account information and cost structures for bids
• Receive and evaluate new vendor and new product requests ensuring documents are accurate, posted and filed in appropriate systems/database.
• Audit Approved Vendor Register for expired/ expiring COI dates. Build and maintain relationships with vendors to facilitate requests for information (i.e. updated contact, product content, missing certification information, etc.); contact vendors for updated information
• Manage Approved Vendor Register by ensuring product information is complete and listed on appropriate register; audit to verify product documentation for all registered products (i.e. chemical, ingredient, packaging, raw meat, etc.)
• Intelex/Optiva - Maintain log of received new vendor and/or product requests, evaluate and verify information is accurate and complete
• Soliciting and analyzing information to generate department reports.
• Manage and prioritize incoming information (i.e. verbal requests, phone calls, e-mails, contract documents, invoices, etc.); disseminate and communicate information as appropriate
• All other duties as assigned
SUPERVISORY ROLE:
• This is an Individual Contributor role with required competencies: Functional/Technical Skills, Action Oriented, Problem Solving, Learning on the Fly, and Interpersonal Savvy
EDUCATION and CERTIFICATIONS:
• Associate's degree in a related field (Business, Technology, etc.) from an accredited institution
o A combination of education and work experience may be substituted for degree
EXPERIENCE AND SKILLS:
• Minimum three (3) years relevant administrative support
• Strong customer focus with exceptional communication skills, both verbal and written, and the ability to fluently communicate effectively both up and down the chain of command and with external customers in a timely and professional manner
• Must have Proficient computer and math skills
• Ability to use multiple computer systems and software programs
• Self-starter who demonstrates strong initiative and sense of urgency, with the ability to work in a fast-paced environment
• Strong organizational skills with the ability to prioritize and manage multiple projects while maintaining attention to detail
• Must possess a strong customer-centric attitude, high energy level and a strong sense of urgency
SAFETY REQUIREMENTS:
• Follow and ensure others follow departmental and company safety policies and programs
• Wear required protective equipment in all areas where mandatory
PHYSICAL REQUIREMENTS:
• Frequently sit for long periods of time utilizing office equipment and/or computers.
• Long periods of time requiring intense concentration in an open area office space.
• Occasionally lifts up to 20 lbs
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.
RESPONSIBILITIES AND TASKS:
• Perform a variety of tasks relating to the administration of purchasing documents - Tracking, filing, policy compliance, DocuSign - contract review, terms and conditions negotiation, contracts, claims, Intelex - vendors required to submit pricing and documents to setup LW PBOM's, etc.
• Market research - Performing vendor research and selection to enhance profitability, reducing operating costs and boosting efficiency.
• Compile/draft and validate data, generate required reports and recommend issue resolution based on analysis.
• Prepare Requests for Pricing/Proposals/Information; identify/research viable suppliers; assist facilities in obtaining competitive bids; review metrics, account information and cost structures for bids
• Receive and evaluate new vendor and new product requests ensuring documents are accurate, posted and filed in appropriate systems/database.
• Audit Approved Vendor Register for expired/ expiring COI dates. Build and maintain relationships with vendors to facilitate requests for information (i.e. updated contact, product content, missing certification information, etc.); contact vendors for updated information
• Manage Approved Vendor Register by ensuring product information is complete and listed on appropriate register; audit to verify product documentation for all registered products (i.e. chemical, ingredient, packaging, raw meat, etc.)
• Intelex/Optiva - Maintain log of received new vendor and/or product requests, evaluate and verify information is accurate and complete
• Soliciting and analyzing information to generate department reports.
• Manage and prioritize incoming information (i.e. verbal requests, phone calls, e-mails, contract documents, invoices, etc.); disseminate and communicate information as appropriate
• All other duties as assigned
SUPERVISORY ROLE:
• This is an Individual Contributor role with required competencies: Functional/Technical Skills, Action Oriented, Problem Solving, Learning on the Fly, and Interpersonal Savvy
EDUCATION and CERTIFICATIONS:
• Associate's degree in a related field (Business, Technology, etc.) from an accredited institution
o A combination of education and work experience may be substituted for degree
EXPERIENCE AND SKILLS:
• Minimum three (3) years relevant administrative support
• Strong customer focus with exceptional communication skills, both verbal and written, and the ability to fluently communicate effectively both up and down the chain of command and with external customers in a timely and professional manner
• Must have Proficient computer and math skills
• Ability to use multiple computer systems and software programs
• Self-starter who demonstrates strong initiative and sense of urgency, with the ability to work in a fast-paced environment
• Strong organizational skills with the ability to prioritize and manage multiple projects while maintaining attention to detail
• Must possess a strong customer-centric attitude, high energy level and a strong sense of urgency
SAFETY REQUIREMENTS:
• Follow and ensure others follow departmental and company safety policies and programs
• Wear required protective equipment in all areas where mandatory
PHYSICAL REQUIREMENTS:
• Frequently sit for long periods of time utilizing office equipment and/or computers.
• Long periods of time requiring intense concentration in an open area office space.
• Occasionally lifts up to 20 lbs
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.
