Purchasing Assistant, Maintenance & Operations*

University of Delaware - Newark, NJ

Full-time - Entry Level

Newark, NJ

Educational Services

About the position

The Purchasing Assistant plays a crucial role in the Facilities Building Maintenance and Operations Department at the University of Delaware. Under the supervision of the Facilities Purchasing Manager, this position is responsible for facilitating the ordering, receiving, storing, and issuing of materials and supplies. The Purchasing Assistant interacts with external vendors and ensures that the department's needs are met efficiently, especially during emergencies. This role requires a proactive approach to procurement and strong communication skills to maintain relationships with suppliers and internal stakeholders.

Responsibilities

• Request quotes, submit purchase requests and follow up with suppliers on delivery schedules, order changes and discrepancies.
• Work closely with maintenance mechanics when ordering parts, including specialty and obsolete items.
• Navigate within the ERP/MRP system to process demand requests and issue purchase orders for needed materials.
• Assist the Purchasing Manager with the renewal and addition of service agreements, including cost/usage-based analysis and bid requests.
• Negotiate and communicate with suppliers on availability, lead time, pricing, and delivery schedules.
• Quickly identify and resolve issues to ensure timely procurement of materials.
• Perform administrative tasks including applications for new vendors and navigating buyer interface.
• Collaborate with UD employees and vendors to resolve inquiries related to invoice discrepancies and supplier relations.
• Develop and maintain relationships with new and existing suppliers.
• Research, recommend, and select qualified suppliers that meet University requirements.
• Monitor inventory levels in shop stock locations and set min/max based on usage and availability.
• Pick up and deliver resources and/or materials for the department as needed.
• Provide backup support within the warehouse as needed.
• Perform other job-related duties as assigned.

Requirements

• High school diploma or GED with five years of related experience, or equivalent combination of education and experience.
• Ability to communicate and interact effectively with people of all ages and diverse backgrounds.
• Ability to analyze and interpret data and make independent decisions and judgments.
• Working knowledge of Microsoft software including Outlook, Microsoft Office Suite and MRP/ERP systems.
• Intermediate computing skills, with ability to use advanced techniques in spreadsheet, database, and/or presentation software.
• Ability to work independently as well as in a team.
• Ability to prioritize tasks and adjust priorities to meet the needs of the unit and its customers.
• Demonstrates an understanding and consideration of the differing needs and concerns of individuals with varying identities, cultures and backgrounds.

Nice-to-haves

• Experience in facilities management or purchasing roles.
• Familiarity with inventory management systems.
• Knowledge of contract negotiation and supplier management.

Benefits

• Health insurance coverage
• Paid holidays
• Professional development opportunities
• Flexible scheduling options