Material Control Manager

United States, North America
Jul 12, 2014
About The Unit: Reporting to the Assistant Vice President of Facilities Operations, the Materials Control Manager is responsible for purchasing, receiving, stocking, tracking, and distributing inventory to the University's Facilities Services Shops. The Materials Control Manager (MCM) leads the 7 member inventory team, and is responsible for maintaining an effective materials management system with internal controls to accurately account for a diverse range of inventory spend. The MCM will implement standard operating procedures (SOP), performance metrics (KPI), and vendor management programs (VM) to maximize value and increase service levels to our internal clients. A desire to understand and improve our inventory operations, and a "roll up your sleeves and get the job done" attitude will help lead the team and inventory operation forward. The MCM also collaborates with all FS departments (including Operations, Capital Project Delivery, Campus Design + Sustainability, Business Systems + Finance) to coordinate and execute strategic projects.

Unit Job Summary: Material Control Manager: Supervise the inventory, control union staff and manage their day-to-day activities. Prioritize and schedule work assignments, inspecting work for quality and completion, coordinate emergency and urgent work. Motivate, mentor, and develop staff by identifying skills gaps, ensuring the availability of appropriate training, providing coaching and guidance. Facilitate an environment that fosters strong motivation, performance, and teamwork. Conduct performance appraisal processes, and proactively address performance issues as required. Develop inventory processes that ensure inventories are available and in stock, while also controlling excess inventory costs. Improve inventory performance across multiple locations by increasing inventory accuracy, reducing variances, minimizing stock-outs, and consistently replenishing a wide range of trades and technical items to meet both service and budgetary goals. Develop and implement inventory metrics to drive greater inventory performance, and report performance measures to key stakeholders. Support the trades, engineering teams, and utility plant groups by purchasing and inventorying required parts, and distributing materials to their locations in a timely and reliable manner. Determine required inventory items and stock levels, and report inventory levels, costs, and performance to them. Assist shops in the reconciliation of material work order requests. Hold ongoing customer meetings with key customers - within FS and across the University - to ensure service levels and obtain feedback. Establish process and programs to improve and measure vendor performance based on competitive pricing, service, quality, delivery, and other key requirements. Apply best-practices, drive performance, and establish metrics to monitor vendor performance with processes such as vendor scorecards and preferred vendor contracts. Evaluate current processes, procedures, technology, staff, and structure. Recommend changes to streamline the operation and maintain customer service and inventory controls; work with internal resources to implement change. Develop Standard Operating Procedures manual for Material Control function. Measure progress and monitor improvements; recommend ongoing changes. Ensure internal controls are followed to record all transactions which safeguard University's assets; train staff on departmental policies and procedures to prevent loss, errors, or omissions and promote accountability; effectively communicate, and update policies and procedures to minimize risk or loss. Respond to internal audit requests and audit recommendations. Manage the carrying and transaction costs by setting and maintaining targeted inventory to support FS operations. Utilize historical data, seasonality, and scheduled maintenance to plan inventory levels ahead of needs. Ensure that inventory is properly safeguarded and is properly stored, tracked, and managed. Apply competitive bidding practices for purchase orders and contracts per the University policy. Collaborate with Buyer/Contract Specialists in the procurement of facility-related services and commodities for internal FS units as well as others across the University. Assist in the planning, development, review, bidding, and award of competitively-bid purchases. Work collaboratively with members of FS and others on departmental initiatives to improve processes and systems. Lead teams and develop close working relationships with departmental staff who implement material control policies and practices. Work closely with staff in central Purchasing & Payment Services, Audit & Compliance, Risk Management, and other related offices on purchasing and control matters. Serve as liaison to other University entities purchasing facilities-related goods and services. Other Duties as assigned.

Unit Education: Bachelor's degree OR an equivalent combination of education and relevant experience (minimum of ten years) required. Certification in APICS, ISM, or Equivalent Inventory and Supply Chain Program preferred.

Unit Experience: Seven to ten years of management, inventory, and materials control experience required. Five years of inventory and materials control leadership experience in a complex organization preferred

Unit Job Function Competencies: Knowledge of trades and building materials, property maintenance supplies, and facilities equipment and parts required Demonstrated experience leading operational change with new processes or continuous improvement or standardization programs required Excellent problem-solving and conflict resolution skills required Experience in building teams, collaborating, and leading project teams required Superior customer service and vendor relations experience and skills required Superior oral and written communications skills required Knowledge of major content areas of inventory and material control administration, policies, practices, and laws required Proficiency with word processing, spreadsheet, and database software required Knowledge of integrated software packages (i.e., SAP, Oracle, web-based procurement systems) required Demonstrated facilitation and negotiation skills required Ability to function with a high degree of initiative, judgment, discretion, and decision-making required Experience with computerized Inventory Management, Supply Chain, Procurement Systems and web based catalogs required Valid driver's license and ability to successfully complete the University's Motor Vehicle Records process required Demonstrated understanding facilities, construction, and operations and maintenance Experience working in a union environment preferred Demonstrated platform skills preferred Knowledge of laws, rules, and regulations relating to all activities of procurement preferred Project management experience preferred