Purchasing and Contract Specialist || Warren, NJ

Job Title: Purchasing and Contract Specialist

Duration: 12 Month Contract (Possible extension based on work performance)

Location: Warren, NJ

Hybrid Position

Work Schedule: Mon-Fri(Normal business hours)

Job Description:

PURPOSE AND SCOPE OF POSITION:

Supports the successful operation of the GMP facility, laboratory and business functions at Warren sites through interaction with internal customers and external service providers. Contributes to the completion of specific milestones associated with projects impacting cross‐functional teams, supports the department on diverse projects that extend beyond their functional area, and may provide project management leadership on tasks of moderate scope specific to their functional area. With little or no direction, this individual carries out routine tasks and functions. Using analytical skills and expertise. independently identifies and solves problems of minor scope and complexity. The individual works collaboratively with their immediate supervisor, team members and internal and external customers to achieve team goals and uses informal leadership opportunities and effective communication to influence team direction and continue to build trust and value.

REQUIRED COMPETENCIES: Knowledge, Skills, and Abilities:

• Computer skills in Microsoft Office Suite: Word; Excel for basic use; PowerPoint for presentations; SharePoint is preferred, and candidate can have basic skills and manager willing to train a "quick learner " on SharePoint. Outlook with extensive background in database systems. Innate ability to learn new software, such as corporate intranet and enterprise business.

• Interact with business partners and customers to identify and deliver the agreements and purchase orders needed to meet the business needs and timing requirements

• Drive activities associated with the creation and execution of master purchasing agreements

• Responsible for creating and maintaining all records in accordance with record retention policies and legal requirements

• Understands and works with all components related to web pages, i.e., web parts, lists, pages, libraries, permissions, content and forms

• Strong working knowledge in computer training systems

• Working knowledge of enterprise business systems such as Ariba and SAP

• Knowledge of accounting principles. Experience with departmental budget management

• Strong written and verbal communication skills. Highly proficient at writing well formulated emails and notifications. Ability to effectively communicate with employees, contractors and vendors. Experience with technical writing and document development / generation.

• Excellent interpersonal skills with experience dealing with a diverse workforce.

• Strong multitasking ability in conjunction with proven organizational skills. Ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously

• Familiarity with FDA and EU environments and associated compliance regulations

Education and Experience:

•Required BS degree in Business field or science field or supply chain

• Minimum 3 years of Facilities/maintenance/engineering project coordinating / planning experience, preferably in a biotech environment.

DUTIES AND RESPONSIBILITIES:

• General Administrative Responsibilities:

• Makes travel arrangements for management, if applicable

• Order office supplies

• Prepare check requests as needed

• Ship important documents via overnight courier

• Process invoices for payment

• Create purchase orders in Ariba

• Schedule meetings in Outlook

• Coordinate departmental activities

• Assist staff as needed with software issues, i.e., excel, charts, etc.

• Cross functional activity coordinator

• Prepare department meeting minutes

• Assist with developing and tracking the departments expense and capital budgets

• Filing/Organizing paperwork

• Submit IT/IS service requests

• Capital Project Responsibilities:

• Routing and tracking Capital Appropriation Requests (CAR's)

• Routing and tracking legal contracts

• Inputting purchase requisitions

• Routing and tracking purchase orders

• Invoice approvals and tracking

• Updating project spread sheets (financial and status)

• Facilitate review and approval cycles of project documentation

• Assist with Project closeout

• Assist with Purchase order closeout

• Maintain project documentation in hard copy and on Sharepoint sites

• Record Retention (RR):

• Act as RR Notification Recipient for group

• Ensure all department employees are trained on RR

• Interface with all employees to ensure compliance to RR

• Maintain accurate documentation of program completion

• Maintain up to date RR binders

WORKING CONDITIONS (US Only):

• Ability to sit, stand, walk and move within workspace for extended periods.

This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job.

This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management.

Additional Job Requirements:

None