Inventory/Purchasing Expeditor

Newark, DE
May 26, 2017
Institution Type
Four-Year Institution

University of Delaware

Job Title Inventory/Purchasing Expeditor
Job ID 104657
Location Newark, DE

Pay Grade: 27N

Deadline: Open until Filled


Under general supervision, performs all duties associated with the support of the Facilities Senior Buyer to include, but not limited to, ordering, receiving, storing and issuing materials and supplies for the Facilities Building Maintenance and Operations Department and other departments. Through utilization of existing contracts or volume agreements for goods, services, and equipment, correctly orders a wide range of needs for Facilities Building Maintenance and Operations Department. Interacts and represents the University of Delaware to external vendors. The Maintenance Purchasing/Inventory Expediter may be required to make daily trips to local points to pick-up and deliver parts, materials, and/or staff. Other trips may be required on a less frequent basis to points in Pennsylvania, New Jersey, and Maryland to obtain urgently needed parts and special materials.

This position is an essential personnel position, which often times requires the employee to report to work at varying times, and remain at work especially during unexpected emergencies such as building floods, weather conditions (ice and/or snow storms, including hurricanes, etc.).


Monitor inventory and materials issued for proper allocation to shop or job number that will be charged to shop purposes or established charge numbers.

Responsible for changing the status of projects in Maximo system when parts are received and/or when those projects are waiting on hold status.

Utilize and maintain records for excess inventory obtained from the Science, Technology, and Advanced Research (STAR) Campus. Cross reference required materials to utilize spare inventory to minimize S&E costs.

Negotiate a volume discount with contracted suppliers when volume ordering plays a role in filling the department need and/or request.

Manage accurate archiving of purchases and all related documents to ensure precise audit trail to meet both internal and external audit requirements. Insure compliance with University of Delaware policies and procedures.

Assist maintenance mechanics with ordering specialty and obsolete parts.

Assist Facilities personnel in responding to work-related routine and emergency inquiries.

Pick up and deliver resources and/or materials for Facilities Building Maintenance and

Operations Department.

Provide up to ten hours per week of immediate supervision to various student drivers assigned as parts-runners.

Transfer and transmit purchased materials and compile necessary accounting documents inter-departmentally within Facilities.

Reconcile weekly credit card transactions and reimbursement requests through online verification tools in compliance with University policy.

Reconcile twice-monthly summary billing invoices using pre-determined sampling basis. Make determination to increase sampling based on findings.

Assist the Facilities planners with assembly and coordination of job packages.

Verify invoices of received materials; assign appropriate job number or accounting codes and costs.

Organize purchased materials according to work order needs and requirements and distribute to appropriate trades personnel.

Update, file, and maintain manual and electronic records for incorporation into departmental reports.

Use computer to access e-mail, receive work instructions, and manipulate MMIS and spreadsheets and other information to include electronic payroll forms.

Receive, process, and package materials as needed including taking delivery from truck beds using pallet jacks, hand trucks, or carts as needed.

Assist Shop Managers and Assistant Directors with asset (equipment) identification and documentation via pictures and spreadsheets.

Perform all other related duties as assigned.

ENVIRONMENTAL FACTORS/OCCUPATI ONAL EXPOSURES: The physical environment requires the employees to work both inside as well as outside in both extreme heat and cold conditions as well as conditions that are wet/humid, dry and during times when temperatures arc below 32° F for more than one-hour periods. Employee must lift, tug, pull, and transport, with or without assistance, both small and heavy materials. The employee is required to bend squat, stretch, and stand for prolonged periods of times while performing their usual job functions. Environment may frequently include dust and/or airborne particles and occasionally loud noise, electricity/high voltage, chemicals, gases, fumes and vibration. For this reason, employee is required to wear designated personal protective equipment to include, but not limited to, ANSI-approved safety eyewear, hardhats, gloves, hearing protection, full face shield, and footwear to prevent exposure to hazardous materials, noise, dust and/or airborne particles.


High school diploma or GED with three years record keeping and/or inventory control

Systems experience.

Analytical/mathematical skills.

Knowledge of mechanical and electrical equipment and their various grades, classifications and uses including storage characteristics of the materials handled.

Forklift Certification with at least two (2) years' operating experience.

Knowledge and proficiency in the operation of work related equipment.

Mechanical aptitude and the ability to perform manual tasks.

Ability to negotiate discounts with contracted suppliers when volume ordering.

Ability to organize, review, analyze and interpret data control reports, and to coordinate a specialized function.

Must be assertive, tactful, and communicate effectively both verbally and in writing.

Ability to present effectively to small and large groups.

Ability to work effectively with a wide range of constituencies in a diverse community.

Working knowledge of Microsoft software including Outlook and Microsoft Office Suite.

Must be organized with the ability to coordinate job assignments.

Effective interpersonal skills for both external supplier interaction and internal facilities' personnel.

Ability to understand and follow verbal and written instructions.

Must be customer service oriented with the ability to communicate with customers and peers in a professional manner.

Must be capable of working independently as well as in a team to complete assigned tasks.

Must be capable of prioritizing tasks and adjusting priorities in order to meet the needs of the unit and its customers.


Ability to routinely move, lift, and/or carry equipment, parts and job related materials weighing up to 1 00 pounds with or without assistance.

Ability to climb stairs.

Must possess and maintain a valid motor vehicle operator's license in order to drive University of Delaware's vehicles to and from job sites.


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