Procurement Specialist

Waltham, MA
Oct 06, 2017
Institution Type
Four-Year Institution

Bentley University

Posting Details
Position Information

Purchasing, Admin & Campus Services

Employment Type

Summary of the Position

This position assumes responsibilities as required for the fast-paced Purchasing, Administrative and Campus Services operation to include procuring all office and resident hall furniture, managing and redistributing surplus furniture, assisting in the purchase order process along with supporting the corporate card, business travel, office supply, records management, vending, and other administrative programs. Duties are of varying complexity and the ability to multi-task is important. This position interacts heavily with internal constituents, vendors and service providers; providing expeditious customer service.

Essential Functions

The Procurement Specialist manages the department's front office including telephone reception, scheduling meetings and conferences, greeting visitors and managing databases and files. The position supervises those assisting in the above mentioned tasks; temp or student help.

The Procurement Specialist independently facilitates the furniture and equipment buying process, upholding the standards set forth by the University. Working with internal clients, The Procurement Specialist is responsible for the purchase of all office and residence hall furniture; specifying, soliciting quotations, ordering, expediting and coordinating installation. The Procurement Specialist acts as a liaison to furniture and equipment vendors.

The Procurement Specialist independently manages the surplus furniture and equipment inventory and warehouse. The position is responsible for facilitating the redistribution, disposition and donation of surplus assets.

The Procurement Specialist supports the Purchase Order process; ultimately expediting Purchase Orders through delivery of goods and services.

The Procurement Specialist supports the campus wide Corporate Card program on a daily basis, auditing transactions, authorizing card distribution and training cardholders.

The Procurement Specialist also works to administer ongoing contracts from facilitating implementation to monitoring ongoing services, contract compliance and conducting audits. Working to maximize the quality of services provided by outside service providers, the Procurement Specialist also troubleshoots and defines changing needs of the community.

Oversees campus-wide administrative programs including such services as the Corporate Card, Records Management, Business Travel, Office Water and Coffee and Office Supply. The Procurement Specialist also develops respective marketing, training presentations and web enhancements for customer service.

As a fully cross-trained member of the Purchasing, Administrative and Campus Services team, the Procurement Specialist assists in collecting, depositing revenue, matriculating and analyzing monthly commission reporting, concluding with spreadsheet generation. This position reviews bid proposals, develops spreadsheets and produces accurate bid analysis.

The Procurement Specialist maintains an active database of Certificates of Insurance for all service providers, monitoring termination dates and soliciting insurance renewals from insurance carriers. The Procurement Specialist works with the University risk manager and insurer to ensure sufficient coverage on the part of service providers. This position also maintains an active database of University contracts and related legal documentation.

Minimum Qualifications(Education and Experience Requirements)

Bachelors degree. Minimum of 2 years of related experience. A valid, unrestricted US driver's license, with an insurable driving history as determined by Bentley's insurance carrier. Experience in handling intensive customer service needs. Ability to work independently and problem solve. Must be proficient with Microsoft Office applications, specifically Excel, Word and Power Point. Must be extremely detail oriented and be able to shift priorities quickly. Must possess a knowledge of basic buying principles.

Preferred Qualifications

Bachelors Degree in a business related field with 5 years of experience preferred. Experienced in assessing customer needs, specifying, soliciting quotations, ordering and expediting furniture, equipment and supplemental services desirable. Experience in Corporate Card Program Administration and/or banking systems desirable. Contract administration experience preferred. Surplus asset inventory and warehouse management a plus.

Physical Demands

Physical skills include manual dexterity to accurately and efficiently use a personal computer for extended periods of time, keeping proper ergonomics in mind. Frequent visits to campus and the local warehouse will require a vehicle, as well as carrying a notebook computer and training materials within campus. Service audits and visits to various locations throughout campus may require extensive walking.

Posting Detail Information

Posting Number

Special Instructions to Applicants

Bentley University requires reference checks and may conduct other pre-employment screening.

Supplemental Questions

Required fields are indicated with an asterisk (*).

    Documents Needed To Apply
    Required Documents
    1. Resume
    2. Cover Letter
    Optional Documents

      Bentley University is an Equal Opportunity Employer, building strength through diversity.


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