Corporate Purchasing and Travel Administrator

Job Description

Job Description

Description

Qualis, LLC is seeking a Purchasing and Travel Administrator who can work well in a fast paced environment. This position will serve in the combined role of Purchasing Administrator and Travel Administrator, providing purchasing support and travel administration for the company. The position is the primary point of contact for all travel related matters and serves as the primary interface with Qualis’ travel support vendor. The selected candidate must be a self-starter, detail oriented with a demonstrated proficiency in customer service, work both as a member of the team and independently, highly organized and able to multi-task under time constraints, and be able to prioritize work to balance multiple customer needs. Position reports to the Senior Vice President of Contracts.

Position requires availability during nights and weekends for emergency travel support.

Role and Responsibilities

Purchasing Adminstration

• Prepare and issue Purchase Orders and Change Orders, to include the use of the company enterprise purchasing/financial system.
• Assist members of the Contracts team with the administration of contract actions related to Purchase Orders.
• Assist Program Managers with due diligence required for various suppliers.
• Support resolution of financial reporting, accounts payable, and contracts related purchasing issues and questions.
• Draft purchasing documents for vendors/subcontractors, to include requirements, awards and modifications.
• Assist the Contracts team with Contractor Purchasing System Review (CPSR) audit, and any other related audit activity as needed.
• Review and validate new supplier registrations and eligibility through Sams.gov for approval.
• Complete and submit corporate tax exemption application in alignment with state requirements annually.
• Other duties as may be assigned.

Travel Administration

• Coordinate travel requests for all employees and ensures compliance with corporate and U.S. Government travel policy to include verifying authorization of all travel requests for direct and indirect employees.
• Communicate directly with Employees and assist them with processing their travel requests and/or expense reports.
• Process all travel requests on a timely basis, including coordination and administration of the Employee accounts within the company travel support vendor environment.
• Maintain travel accounts in the travel support vendor environment and ensure all information is accurate and up-to-date.
• Responsible for filing, scanning, and file maintenance of all travel documents.
• Cross-train and provide backup administrative support staff to the front desk Administrative Assistant.
• Perform timely travel expense report review and approval as per expense auditing policies and procedures.
• Other duties as may be assigned.

General Requirements

• 1-3 years of related experience. Preferred experience will be in either Purchasing Administration or Travel Administration, or both.
• High School Diploma or equivalent required. Associates or Bachelor’s degree preferred.
• Experience with financial management systems, e.g. Unanet, a plus, particularly experience performing Purchase Orders.
• Working knowledge of the FAR and DFAR is a plus.
• Experience working with Subcontractors and the issuance of Purchase Orders preferred.
• Experience working within the Corporate or U.S. Government travel administration environment where Joint Travel Regulations govern travel policies.
• Proficiency with Microsoft Office products is required, to include Word, Excel, Sharepoint, and Outlook with at least an intermediate level of expertise
• Strong verbal and written communication skills is required.
• Ability to consistently provide attention to detail with emphasis on accuracy, quality and detecting errors
• Excellent written and verbal skills to communicate professionally with a diverse group of people along with strong phone handling skills, as well as interpersonal skills to handle sensitive and confidential issues and documentation.
• Ability to work with minimum supervision
• Ability to work in a hybrid/telework environment on a consistent basis.
• Secret security clearance a plus. Must be able to obtain a Secret clearance if not already cleared.

Benefits

Qualis LLC is committed to hiring and retaining a diverse and talented workforce who can contribute to the mission and vision of the Company. Our employees are our greatest asset and we promote a positive work environment, teamwork, professional growth, innovation, community involvement, flexible scheduling and a family-friendly work environment.

Equal Opportunity Employer/M/F/Vet/Disabled and a Participant in E-Verify