Junior Buyer

Otis College of Art and Design; Los Angeles (CA); On-site; USD 42,000 - 64,000; Full time

Job summary

Otis College of Art and Design is seeking a Junior Buyer to handle purchasing per college policies, review requisitions, and advise clients with routine to intermediate needs. The role reports to the Manager of Purchasing and supports asset management and vendor relations.

The successful candidate will work closely with faculty and staff, ensuring compliance, accurate paperwork, and timely order processing. Strong Excel skills and attention to detail are essential.

Qualifications

• High School diploma or equivalent.
• Two years of experience in a combination of mail distribution and/or shipping & receiving.
• Possession and maintenance of a valid California driver’s license.
• Experience using personal computers and online systems to access data.
• Experience with Microsoft Excel Spreadsheets.
• Excellent interpersonal and verbal communication skills.
• Strong organizational skills with data collection and reporting.
• Ability to manage multiple tasks and prioritize.

Responsibilities

• Assist in preparing bid packages and spreadsheets for review by the Manager of Purchasing.
• Perform year-end review and bidding of maintenance contracts for renewal.
• Survey vendors regarding pricing, availability and delivery times.
• Establish and manage relationships with vendors.
• Communicate with vendors to follow up on orders.
• Advise requisitioners and department leaders on purchase requirements.
• Assist customers in obtaining specifications, quotations, and costs.
• Explore alternatives to save or improve delivery.
• Assist departments in initiating requisitions and orders.
• Assist with asset management and inventory database maintenance.
• Research and resolve vendor or department issues affecting purchasing.

Skills

Excel Spreadsheets

Vendor liaison

Data entry

Procurement

Education

High School diploma

Job description

The Junior Buyer is responsible for purchasing goods and services in accordance with College purchasing policies. The Junior Buyer examines requisitions and purchase orders to ensure paperwork complies with audit requirements. This position advises clients with purchasing needs ranging from routine to intermediate levels of difficulty. This position reports directly to the Manager of Purchasing.

CORE DUTIES and RESPONSIBILITIES:

• Assist in preparing written bid packages and spreadsheets for review by the Manager of Purchasing.
• Perform year-end review and bidding of maintenance contracts for renewal.
• Survey vendors regarding pricing, availability and delivery times to determine best and/or possible new supply sources.
• Establish on-going business relationships with outside vendors.
• Communicate with vendors to follow-up on orders.
• Advise requisitioners and/or department leaders regarding purchase and supply requirements.
• Assist customers in obtaining proper specifications, quotations, delivery terms and costs.
• Explore and recommend alternatives to save or improve delivery.
• Assist departments in initiating requisitions and orders.
• Assist with asset management. Including tagging new assets/equipment and maintaining a database of assets.
• Research and resolve problems with vendors and departments to facilitate the purchasing process and the processing of invoices.
• Respond to customers and suppliers about order status, changes, and cancellations of orders.
• Ensure purchases comply with internal and external requirements and regulations as well as good purchasing practice.
• Provide information to faculty and staff on restrictions, regulations and College policy and procedures related to purchasing.
• Maintain College vendor list, vendor contract information and vendor requirements to ensure suitability for the master vendor list.
• Reconciles and approves credit card statements.
• Operates forklifts, scissor-lifts, and other heavy mechanical equipment as required.
• Maintain compliance with established safety policies, procedures, and certification requirements required to operate heavy mechanical equipment.
• Perform other related duties as assigned.

REQUIRED SKILLS and EDUCATION: (Non-negotiable; minimum requirements, skills, experience, certifications)

• High School diploma or equivalent work experience
• Two years of experience in a combination of mail distribution and/or shipping & receiving
• Possession and maintenance of a valid California driver's license and be insurable under College policy
• Demonstrated experience in using personal computers and online systems to access and verify data.
• Specific and demonstrated experience using Microsoft Excel Spreadsheets.
• Excellent interpersonal and verbal communications skill which includes the ability to communicate effectively with staff, students, and the public as necessary
• Superb organization skills which include collecting data, maintaining accurate records and preparing relevant reports.
• Ability to recognize errors and check with appropriate source for clarification of the problem.
• Ability to organize and prioritize multiple tasks.