Purchasing assistant h1.location_city

Purchasing Agent

HeartShare is a leading non-profit organization dedicated to empowering individuals with intellectual and developmental disabilities, as well as other vulnerable populations, to lead fulfilling lives. Our mission is to provide comprehensive support services tailored to the unique needs of each individual, fostering independence, inclusion, and personal growth.

The Purchasing Agent is responsible for assisting in managing procurement activities to ensure the efficient and cost-effective acquisition of goods and services required by HeartShare Human Services of New York. This includes vendor selection, contract management, and inventory tracking. The Purchasing Agent will report to the Procurement Manager.

Primary Responsibilities and Essential Functions of Position:

Vendor Management:

• Evaluate and select vendors based on criteria such as quality, cost, and reliability.
• Assist with negotiating contracts and terms to secure the best possible deals.
• Comply & enforce all mandated Procurement Policies and Procedures.

Procurement Processes:

• Duties include research, as well as networking for the discovery of new vendors to bolster approved vendor lists.
• Analyze & or review negotiated fixed pricing contracts to ensure vendor compliance.
• Assist in developing and maintaining comprehensive records and reports of all purchases, contracts, and inventory.
• Ensure all procurement activities comply with organizational policies and procedures.
• Process all types of Purchase Orders timely and efficiently.
• Create or assist with various types of Requests for Proposals for the purpose of soliciting bid proposals from approved vendors.
• Assist with procuring a wide variety of products & Services.
• To assist Procurement Manager to ensure the organization has access to ever evolving list of agency approved vendors to assist in successful programmatic & business operations.
• To search then identify qualified vendors who stock specialized products & or services.
• Ensure all active approved vendors remain compliant to agency requirements.
• Agent to perform the necessary analytics to ensure most cost-effective pricing for all agency Consumables, Services, Products and Specialized items.

Inventory and Contract Management:

• Create and update Excel spreadsheets to track assets and inventory levels.
• Maintain accurate and organized documentation for all procurement activities.
• Maintain comprehensive records of all contracts, including terms, amendments, and renewal dates.
• Ensure all contracts comply with organizational policies and legal requirements.
• Regularly assess vendor performance against contract terms, addressing issues promptly to maintain strong supplier relationships.

Project Management:

• Lead and manage special procurement projects as assigned by the Procurement Manager.
• Collaborate with various departments to understand and meet their purchasing needs

Qualifications:

• Bachelor's degree required
• Must have strong written, communication and writing skills.
• Proficiency in Excel, and other Microsoft Office suite including Word, SharePoint, Power Apps.

Experience:

• 3-5 years of experience in purchasing or procurement roles.
• Proficiency in Microsoft Excel and other relevant software applications.
• Strong analytical skills to evaluate vendor proposals and make data-driven decisions.
• Excellent communication, negotiation, and interpersonal abilities.
• Ability to manage multiple tasks and projects simultaneously.
• In-depth understanding of procurement processes and best practices.
• Familiarity with vendor management and contract negotiation.
• Knowledge of compliance requirements related to purchasing activities.
• Proficiency in the use of Web Based Procurement Workflow Systems. Kissflow experience a plus.

Benefits:

• Rewarding Work in a team environment.
• Paid vacation, sick, personal days, and holidays.
• 403(B) retirement plans with employer contribution.
• Health, dental, vision and life insurance.
• Employee Assistance Program (EAP).
• Flexible spending account (Dependent Care, Medical, Parking, and Transit).
• Employee Appreciation Programs and Events.
• Tuition Assistance Program.
• Professional Development opportunities.
• Wellhub Discount
• Verizon Wireless Discount.
• BJs Membership discount.
• Discounts on Broadway tickets, movie tickets, theme parks, sporting events, gift certificates & more

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org. About Heartshare: For over 150 years, Heartshare has been dedicated to championing and empowering New Yorkers society has too often overlooked and underestimated.