Business Operations Specialist

$58,240 - $63,981/Yr

Memic - Portland, ME

Full-time

Portland, ME

Administrative and Support Services

About the position

The Business Operations Specialist at The MEMIC Group plays a crucial role in enhancing the efficiency of business operations, particularly in the areas of purchasing, facilities management, and vendor relations. This position is integral to ensuring that all operational processes run smoothly and that the company maintains high standards in its procurement and facilities management practices. The specialist will be responsible for a variety of tasks that include researching key suppliers, managing inventory, and overseeing facilities maintenance. The role requires a proactive approach to problem-solving and a commitment to fostering strong relationships with suppliers, vendors, and internal stakeholders. In this position, the Business Operations Specialist will assist with purchasing processes, which encompass order replacement and tracking. They will support various programs administered by the department, including employee parking, cell phones, fleet management, travel arrangements, and facilities maintenance. A key responsibility will be to create and track all purchase orders to support the company's daily operations, ensuring that all products and materials meet the company's standards. The specialist will also be tasked with tracking inventory levels and restocking goods throughout the building to maintain operational efficiency. The role involves maintaining relationships with suppliers and vendors to ensure timely delivery of products and materials. This includes negotiating prices, availability, and delivery schedules, as well as resolving any issues that may arise. Additionally, the specialist will coordinate and assist with facilities tasks and improvement projects, track and analyze supplier performance, and assist in budget tracking for purchasing and facilities. The position also requires the ability to create and implement operational policies and procedures, as well as support the identification and implementation of continuous improvement strategies within key processes.

Responsibilities

• Assist with purchasing processes, including order replacement and tracking.
• Support programs administered by the department, including employee parking, cell phones, fleet, travel, and facilities maintenance.
• Create and track all purchase orders to support the company's daily operations.
• Track inventory and restock goods throughout the building.
• Maintain relationships with suppliers, vendors, and internal customers to ensure timely delivery of products and materials.
• Negotiate price, availability, delivery schedules, and resolve issues with suppliers.
• Coordinate and assist with facilities tasks and improvement projects.
• Assist in budget tracking for purchasing and facilities.
• Provide switchboard and mailroom coverage as needed.
• Track and analyze supplier performance, supply availability, pricing, and quality.
• Assist with creating and implementing operational policies and procedures.
• Support the identification and implementation of continuous improvement strategies within key processes.

Requirements

• Minimum of two years of experience in purchasing, procurement, administration, and/or vendor management.
• Familiarity with purchasing, supplier selection, cost analysis, and negotiation.
• Basic understanding of facilities management principles is helpful.
• Strong analytical, computer, and software skills, specifically with MS Word, MS Excel, and Vendor Management tools.
• Strong attention to detail and ability to adapt quickly to business needs and changing environments.
• Comfortable managing and reporting on multiple projects concurrently.
• Strong customer service skills necessary.
• Strong interpersonal skills with the ability to maintain customer and vendor relationships.
• Demonstrates strong self-efficacy and ability to take initiative in problem-solving.
• Exemplary written and verbal communication; strong diplomatic and collaboration skills.
• Acts with integrity and possesses strong time management and multitasking abilities.

Benefits

• Health Insurance options
• Dental Insurance options
• Vision Insurance
• Employee Life Insurance/AD&D and Dependent Life Insurance options
• Short-term & Long-term Disability
• Health Savings Account with potential employer match
• Flexible Medical and Dependent Care Account
• Accident Insurance
• Critical Illness Insurance
• Employee Assistance Program
• Legal/Identity Theft Insurance options
• Long Term Care Insurance
• Pet Insurance
• 401 (k) Retirement Plan with match up to 5%, plus profit sharing & discretionary contributions (subject to vesting)
• 4 weeks of Paid Time Off (PTO)
• 7 paid holidays
• Flextime schedules
• Paid Parental Leave
• Student loan paydown and refinancing assistance
• Educational assistance for job-related courses, seminars, certifications, or degrees
• One paid day every year to volunteer for your non-profit of choice
• On-site fitness center (Maine & Virginia) or fitness reimbursement
• Subsidized parking
• Sit-Stand desks & daily stretch breaks