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Job Posting: Facilities - Purchasing & Inventory Coordinator

Employer
Beloit College
Location
Beloit, WI

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Job Details

DetailsItemValuePosting Date03/15/2022Closing Dateuntil filledLocationBeloit, Wisconsin, 53511 Description

Facilities personnel are essential contributors to campus operations as well as the residential teaching and learning experience at Beloit College. The Facilities Purchasing and Inventory Coordinator is a key role for the facilities organization and reports to the Director of Facilities. The incumbent is responsible for purchases of supplies, materials, and parts, ensuring facilities personnel have the products, materials, equipment and supplies they need to operate efficiently in ways that are aligned with established policies and standards. As part of the day-to-day activity, this role maintains knowledge of trends, prices, buyers, and delivery conditions to anticipate future material availability; Develops and maintains inventory spreadsheets/databases for supplies and materials used. Performs regular cycle counts, and bi-annual inventory reports. In addition, the other key responsibility is the timely processing and triage of incoming work requests.

Characteristic Duties and Responsibilities:

  1. Coordinates the quoting and purchasing process for the procurement of material goods and services for various campus projects, and/or repairs in accordance with college policy. As necessary,
  • assists facilities leads with securing supplies, product information, quotes, and product forms,
  • corresponds and negotiates with facilities vendors to ensure the college benefits from cost savings and that material goods meet college standards,
  • assists facilities staff with locating campus inventory including tools, accessories and appropriate gear, and
  • In coordination with the director, leads and office manager, ensures facilities has the appropriate amount of stock to meet customer needs, to avoid overstocking items as well as operate within budget.
  • Informs purchases for facilities maintenance and housekeeping staff with campus building specifications and various MEP (Mechanical, Electrical and Plumbing), equipment part specifications, using construction drawings and schedules, manufacturing contacts, and building history files to ensure system compatibility.
  • Coordinates and receives orders, verifies orders, and re-stocks in various, decentralized parts storage locations.
  • Maintains inventory data, pricing histories, and other vendor/purchasing records.
  • Performs complete inventory checks of all stock and supplies twice a year.
  • Identifies, analyzes and addresses gaps in inventory and processes.
  • Receives, sorts, classifies, codes, logs, and tracks electronic and manual work requests as received from other departments or campus constituents; facilitates communication of work status between facilities staff and the individual or department making the request.
  • Accurately enters, monitors, and maintains records for facilities inventory and investigates related problems; coordinates and initiates charge backs to other departments as necessary.
  • Receives vendor deliveries and shipments, verifies accuracy of orders purchased, and contacts vendors as necessary to resolve any discrepancies.
  • Maintains records of maintenance repair histories, material and equipment lists, specifications, and equipment changes in appropriate files for use by staff.
  • Maintains warranty information for various building equipment and parts, and processes warranty claims following established procedures.
  • Performs errands including pick up or delivery of supplies, materials, parts, or equipment to or from vendors using college vehicles.
  • Serves as the primary person to answer the department phone (Facilities Office Manager Provides back-up).
  • Coordinates with and provides back-up to Facilities Office Manager as assigned or required.
  • Performs other related duties as assigned.
  • Credentials and Experience:

    • High school diploma or equivalent. Associates degree preferred.
    • Prior experience developing knowledge of building equipment, repairs, and materials.
    • Strong written, verbal and interpersonal communication skills
    • Proven time management skills; work overtime as needed to meet deadline
    • Experience with purchasing and inventory control process.
    • Proficiency with Microsoft Office software and ability to learn other software relevant to duties; computer maintenance management system (CMMS) software experience required.
    • Experience planning, organizing, and prioritizing multiple tasks and projects simultaneously with frequent interruptions is required.

    Because equity and inclusion are central to our students’ liberal arts education and vital to the thriving of all members of our residential learning community, Beloit College aspires to be an actively anti-racist institution. We recognize our aspiration as ongoing and institution-wide, involving collective commitment and accountability. We seek employees who are committed to and will actively contribute to our efforts to celebrate our cultural and intellectual richness and be resolute in advancing inclusion and equity.

    Located in a diverse community close to Madison, Milwaukee, and Chicago, Beloit attracts students from across the United States and the world. The college emphasizes excellence in teaching, learning beyond the traditional classroom, international perspectives, and collaborative research among students and faculty. It is recognized as one of the Colleges That Change Lives.

    AA/ EEO

    How to Apply

    Application review will begin immediately and will continue until the position is filled. Please submit cover and resume to link below.

    Begin Your Application

    Organization

    Working at Beloit College

    Beloit College was founded in 1846, when Wisconsin was still a territory. The early curriculum was built on the classical tradition, but students were given an unusual amount of freedom to choose their own courses. Today, Beloit is recognized for its longstanding commitment to curricular innovation, and its first-year initiatives and international education programs.

    The Beloit College community is diverse and noted for its passionate engagement with ideas and the world. Its 1200 students are from nearly every state, the District of Columbia, and more than 40 nations. Twenty percent of its students are non-Caucasian; ten percent come from countries other than the United States. No more than ten percent of a graduating class is represented in any one of Beloit's majors.

    98% of Beloit's 103 full-time faculty members hold a Ph.D. or the highest degree in their field. Teaching is the faculty's highest priority but all professors are active scholars and artists. Many are leaders in educational reform. Professors serve as mentors, guides, and partners on research projects and academic work. A strong tradition of student-teacher collaboration contributes to the college's lively intellectual community.

    Beloit offers more than fifty majors, more than thirty minors, and a number of dual-degree and pre-professional programs. A flexible curriculum, grounded in rigorous study encourages independent research, fieldwork, and collaboration with peers and professors. Coursework is interdisciplinary, experiential, and global in scope. The average class size is 15 students; Beloit's student-to-faculty ratio is 11:1.

    Beloit's wooded forty-acre campus includes twenty-eight buildings in a range of architectural styles; four buildings are listed on the National or State Register of Historic Places. The campus is marked by winding pathways, expansive lawns, displays of public art, and ancient Indian mounds.

    The college's academic facilities include the internationally recognized Logan Museum of Anthropology, the Wright Museum or Art, a state of the art performing arts complex and research labs equipped with advanced technology. Beloit offers more than thirty international programs, dozens of domestic study programs, and hundreds of internships and field study programs.

     

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