Purchasing Assistant, Maintenance & Operations*

University of Delaware - Newark, DE

Full-time

Newark, DE

Educational Services

About the position

The Purchasing Assistant at the University of Delaware plays a crucial role in facilitating the procurement process for the Facilities Building Maintenance and Operations Department. This position involves ordering, receiving, storing, and issuing materials and supplies while ensuring effective communication with suppliers and internal departments. The Purchasing Assistant is also responsible for maintaining inventory levels and providing backup support in warehouse operations, especially during emergencies.

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 that may include specialty and obsolete items.
• Navigate within the ERP/MRP system to process demand requests and issue purchase orders for needed materials to meet demand.
• Assist the Purchasing Manager with the renewal and addition of service agreements including cost/usage-based analysis, bid requests, and justification according to campus requirements.
• Negotiate and communicate with suppliers on availability, lead time, pricing, and delivery schedule.
• Quickly identify and resolve issues to ensure timely identification and procurement of materials.
• Perform administrative tasks including applications for new vendors and navigating buyer interface.
• Collaborate with varying groups of UD employees and vendors to resolve inquiries related to invoice discrepancies & supplier relations.
• Develop and maintain relationships with new and existing suppliers.
• Research, recommend, and select qualified suppliers that meet the University of Delaware requirements.
• Monitor inventory levels in shop stock locations, set min/max based on usage, lead time, cost and stocking availability.
• Pick up and deliver resources and/or materials for Facilities Building Maintenance and Operations 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, including internal faculty and staff as well as external suppliers.
• 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.
• Committed to fostering a workplace culture of belonging, where diversity is celebrated and equity is a core value.