Purchasing and Contract Assistant

Centre College - Danville, KY - Danville, KY

Full-time

Danville, KY

About the position

The Purchasing and Contract Assistant at Centre College plays a crucial role in supporting the Finance Department by managing purchasing activities, maintaining supplier relationships, and ensuring compliance with procurement policies. This position involves administrative support to the CFO and requires effective communication and organizational skills to handle various procurement tasks efficiently.

Responsibilities

• Research and identify potential suppliers/vendors.
• Obtain price quotations and maintain a comprehensive supplier database.
• Assist in the creation and processing of purchase orders.
• Review purchase orders for accuracy and completeness.
• Track and monitor order status to ensure timely delivery.
• Monitor and update inventory levels of the Finance Department to avoid stockouts.
• Maintain stock of office supplies for the Finance Department and restock as necessary.
• Maintain accurate procurement records, including purchase orders and contracts.
• Organize and file procurement documents for easy retrieval.
• Prepare reports and summaries as needed.
• Handle communications and assist with scheduling meetings for the CFO.
• Ensure compliance with company procurement policies and procedures.
• Assist in cost analysis and cost-saving initiatives.
• Identify opportunities for cost reduction without compromising quality.
• Process and issue purchase orders using the ERP system.
• Complete credit applications and tax exemption certificates for vendors as needed.
• Reconcile monthly Pro-card statement.

Requirements

• High School diploma required.
• Prior Administrative Assistant experience required.
• Proficient in MS Office and possess strong typing skills.
• Professional demeanor with excellent written and verbal communications skills.
• Strong time management skills and able to effectively handle multiple projects with competing priorities.
• Able to effectively collaborate with all of the College's stakeholders.

Nice-to-haves

• Associate degree or Bachelor's in Business Administration or related fields preferred.