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Form of workJob Description
About the Position
The Projects Purchasing Agent will be responsible for managing a minimum of 10 projects at a time, with a minimum combined FF&E and OS&E purchase order value of $10 million. Direct the daily tasks and responsibilities of at least 1 Project Expeditor. Work closely with internal departments in project preparation and execution. Review the interior design requisitions for brand standard and supplier compliance, ensure that purchase orders are distributed to suppliers and facilitate all shop drawing and required approvals. Communicate with the client to establish expectations on the delivery schedule and proactively manage all participants of the supply chain to guarantee the successful completion of the project. Additional management responsibilities include, but are not limited to, time management, task prioritization, providing detailed status reporting, budget management, project reconciliation, issue resolution and client support.
Other key priorities:
- Manage, under the supervision of a Senior Level Purchasing Agent or Procurement Manager, the entry and assure accuracy of Furniture Fixtures and Equipment (FF&E), Operating Supplies and Equipment (OS&E), Construction, Engineering, and Operational specifications from the interior design specification book into project management software application.
- Conduct a global and official RFP of all commodities related to assigned projects within project timeline.
- During the RFP process, assist in resolving any issues and/or provide clarification by working with the internal departments, interior designer, supplier and projects team.
- Prepare a concise tender analysis to be presented to Director of Purchasing, Interior Design and Project Teams for approval.
- Work with the projects team to establish project timelines, quantities and required delivery schedule.
- Manage the issuance of purchase orders to suppliers through project management software application. Assure accuracy between interior design specifications and purchase orders.
- Proactively and effectively communicate to the projects team and the supplier any lead-time conflicts and manage the successful execution of product deliveries.
- Provide superior issue resolution and customer support.
- Manage to the approved budget and submit detailed tracker reports.
- Assist the Logistics & Warehouse Team in receiving the orders and preparing them for delivery to the resorts.
- Manage the reconciliation efforts, which includes resolving any discrepancies, obtaining all supplier and carrier invoices and/or credits and submitting them to the Accounting department for immediate processing.
- Manage the daily activities of the Project Expeditor to ensure that they are being properly utilized for project support.
- Conduct resource allocation to ensure that project and departmental deadlines are met.
- Foster an environment that supports and encourages personal and professional growth.
- Address and proactively resolve any personnel issues.
What are the Requirements?
The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation.
- 4 year college degree preferred
- 3-5 years of purchasing or project management experience
- Knowledge of import procedures and practices
- Ability to navigate HPI’s project management software application
- Must be proficient with the entire Microsoft Office suite of products
- Must have solid organizational skills and ability to multi-task
- Must have solid time management and prioritization skills
- Must have sound analytical skills
- Must have solid customer service and problem solving skills
- Ability to communicate effectively verbally and in writing (in English)
- Ability to communicate effectively with management, co-workers and external parties
- Ability to walk and/or sit and continuously perform essential job functions
- Willingness to achieve CPSM (ISM - Certified Professional in Supply Management)
What about the Benefits?
HPI offers a competitive benefits package to its full-time employees, which, subject to certain restrictions, includes Health, Vision, and Dental Insurance, Flexible Spending Benefit Plan for Medical and Dependent Care costs, 401K Savings Plan with up to an 8% employer match. Vacation: 1-4 years (3wks) – 5-9 years (4wks) – 10+ (5wks) – Benefits also include, 10 paid holidays, 7 personal days per year; as well as, parental leave (Mother/Father) for up to 8wks. In addition, and subject to certain restrictions, full time employees and immediate family are eligible for a complimentary/discounted stay at either of the Sandals or Beaches resorts after one year of employment.
