Purchasing Agent

Purchasing Agent

Phipps Houses is one of the nation's oldest and largest not-for-profit developer/owners of affordable housing. It is a multi-faceted real estate organization, involved in the development, finance, construction and asset management of new and rehabilitated multi-family housing for low to middle income New Yorkers. Through its subsidiary, Phipps Houses Services, Inc., it conducts residential and some commercial property management, and it's tax exempt 501(c)(3) affiliate, Phipps Neighborhoods, provides human services to its development communities.

The Purchasing Department of Phipps Houses and affiliates is currently seeking a Purchasing Agent. The successful candidate must possess a minimum of 5 years experience. Salary range for this role is 65-70k

Job Duties:

• Prepare and send out RFP's/RFQ's for all leasing agreements and commodity pricing agreements for PHSI Services.
• Purchasing Agent will be responsible for commodities such as toner cartridges, paper, housekeeping supplies, office supplies, general printing, copier/fax, phones and other office equipment, maintenance equipment, storage retrieval, lighting and electrical supplies, coffee supplies and coffee and vending machine equipment.
• Conduct vendor research for potential new vendors and maintain the vendor Purchasing database.
• Conduct contract terms and dollar value negotiations.
• Obtain completed W-9 from new prospective service vendors and submit them to the Director of Purchasing for processing.
• Follow up with the sites and Area Managers requesting service information, samples, requisitions, and any other information needed.
• Answer phone calls and make phone calls, send and receive faxes, work at the computer, as required.
• Handle reconciliations of unpaid service invoices, pull & match invoices w/Pos to update pending orders.
• Prepare and send Cancellation and Award Letters.
• Obtain D&B reports, analyze them, and submit findings to Director of Purchasing.
• Research for, and solicit new vendors, as well as conduct vendor reference checking.
• Respond to, and create, e-mail correspondence.
• Respond to questions from bookkeepers regarding Purchasing issues.
• Handle special requests from Purchasing Director as needed.
• Answer the telephone and make phone call as required. Prepares purchase orders through a computerized system (Yardi Voyager) and places orders for the purchase of goods and services.

Requirements:

• B.A. and/or 5 yrs procurement experience required.
• Experience with Yardi preferred.
• Must have experience with Microsoft Excel, Word and etc.
• Good Organizational and interpersonal skills.
• Must be able to multi-task in a fast-paced environment.
• Take on additional or special responsibilities as required, such as processing requests for services, repairs, and products.
• Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Qualifications

Skills:

• Required
• Communication : Advanced
• Organizing : Advanced
• MS Excel : Advanced
• MS Word : Advanced
• Yardi : Advanced

Behaviors:

• Required
• Detail Oriented : Capable of carrying out a given task with all details necessary to get the task done well
• Dedicated : Devoted to a task or purpose with loyalty or integrity

Education:

• Required
• High School Diploma or better in General Studies.
• Preferred
• Bachelors or better in Business Administration.

Experience:

• Required
• 5 yrs procurement experience

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.