Purchasing and Contract Specialist

Spectraforce Technologies - Warren, NJ

Full-time - Entry Level

Warren, NJ

Administrative and Support Services

About the position

The Purchasing and Contract Specialist plays a crucial role in supporting the operations of a GMP facility and laboratory in Warren, NJ. This position involves collaborating with internal customers and external service providers to ensure the successful execution of purchasing agreements and contracts. The specialist will manage various administrative tasks, coordinate departmental activities, and assist in project management, all while maintaining compliance with relevant regulations. The role requires strong analytical skills, effective communication, and the ability to multitask in a fast-paced environment.

Responsibilities

• Make 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.
• Prepare department meeting minutes
• Assist with developing and tracking the departments expense and capital budgets
• Filing/Organizing paperwork
• Submit IT/IS service requests
• Route and track Capital Appropriation Requests (CAR's)
• Route and track legal contracts
• Input purchase requisitions
• Route and track purchase orders
• Approve and track invoices
• Update project spreadsheets (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
• Act as Record Retention Notification Recipient for group
• Ensure all department employees are trained on Record Retention
• Interface with all employees to ensure compliance to Record Retention
• Maintain accurate documentation of program completion
• Maintain up to date Record Retention binders

Requirements

• BS degree in Business field, science field, or supply chain
• Minimum 3 years of Facilities/maintenance/engineering project coordinating/planning experience, preferably in a biotech environment
• Strong written and verbal communication skills
• Excellent interpersonal skills with experience dealing with a diverse workforce
• Strong multitasking ability and proven organizational skills
• Familiarity with FDA and EU environments and associated compliance regulations
• Knowledge of accounting principles and experience with departmental budget management
• Working knowledge of enterprise business systems such as Ariba and SAP
• Computer skills in Microsoft Office Suite: Word, Excel, PowerPoint, and Outlook

Nice-to-haves

• Experience with technical writing and document development/generation
• Familiarity with SharePoint
• Strong working knowledge in computer training systems

Benefits

• ACA compliant health benefits
• Dental insurance
• Vision insurance
• Accident insurance
• Critical illness insurance
• Voluntary life insurance
• Hospital indemnity insurance
• Commuter benefits
• 401K plan with matching
• Referral bonus program
• Unpaid leave
• Paid sick leave when required by law