Procurement & Expediting Coordinator

Loyola Marymount University; Los Angeles, Northern (CA, KY); Hybrid; USD 54,000 - 67,000; Full time

Job summary

LMU’s Administrative Services is seeking a Purchasing/Expediting Specialist to support cost control and procurement for the university. You will assist with purchase orders, invoice processing, and budget monitoring.

The role involves supplier sourcing, bid analysis, inventory verification, reporting to the Controller, and contributing to policy improvements. This on-site position requires strong attention to detail, communication, and teamwork at LMU in Los Angeles.

Qualifications

• Typically a Bachelor’s Degree or equivalent experience in office practices, typing, bookkeeping/accounting.
• Four years of experience in purchasing/expediting, bookkeeping/light accounting, and cost control record keeping, general office, clerical in a service-oriented environment.
• Demonstrated knowledge in basic bookkeeping/accounting practices; detailed record-keeping; telephone etiquette; modern office practices and procedures; expediting requirements; word processing and spreadsheet software; data-entry on PC; alpha-numeric filing; business mathematics; business letter writing.
• Ability to perform detailed record keeping and maintain accurate follow-up system; draft routine correspondence; prepare/compile budget reports; maintain files; perform accurate arithmetic computations; work effectively with others.

Responsibilities

• Assist with purchasing, direct billing, and preparing and issuing purchase orders as needed.
• Prepare and verify information related to the warehouse annual inventory, including individual inventory extensions. Verify the accuracy of item count and cost extension.
• Issues Requests for quotations, prepares price analyses. Review of bid proposals including negotiations within budgetary limitations and scope of authority.
• Responsible for selecting and maintaining sources of supply using progressive purchasing techniques and methods.
• Expedite partial and late orders; negotiate new ETA’s in accordance with priorities established by Operations and Maintenance. Provide updates of order status and ETA’s to the Director.
• Maintain complete cost control for capital purchases and/or projects. Record department purchases and monetary activities; maintain files on vendor activity. Process department invoices; rectify billing errors; reconcile accounts. Monitor department budget and produce reports as needed.
• Provide the Controller’s Office with monthly interdepartmental transaction reports. Summarize labor and material expenditures on work orders, service calls, special projects and other work performed by maintenance and custodial services.
• Assist the Manager with reviewing and updating forms, policies and procedures in support of a more efficient operation.
• Maintain accurate records of petty cash activity, which includes department purchases and reimbursements.
• Represent LMU at various construction project meetings, job walks with vendors, and at professional organizations or associations, serve on committees as required.

Skills

Purchasing/expediting

Bookkeeping

Cost control

Communication skills

Organizational skills

Leadership

Education

Bachelor's Degree or equivalent experience in office practices

Tools

MS Word

MS Excel

MS Office Outlook

Internet systems

Job description

Position Summary

Assist in the efficient operation of Administrative Services by purchasing and expediting materials and services as needed. Perform cost control accounting functions to effectively use the limited financial resources of the department and university.

Job Description Position Specific Accountabilities

1. Assist with purchasing, direct billing, and preparing and issuing purchase orders as needed.
2. Prepare and verify information related to the warehouse annual inventory, including individual inventory extensions. Verify the accuracy of item count and cost extension.
3. Issues Requests for quotations, prepares price analyses. Review of bid proposals including negotiations within budgetary limitations and scope of authority.
4. Responsible for selecting and maintaining sources of supply using progressive purchasing techniques and methods.
5. Expedite partial and late orders; negotiate new ETA’s in accordance with priorities established by Operations and Maintenance. Provide updates of order status and ETA’s to the Director.
6. Maintain complete cost control for capital purchases and/or projects. Record department purchases and monetary activities; maintain files on vendor activity. Process department invoices; rectify billing errors; reconcile accounts. Monitor department budget and produce reports as needed. Verify budget reports provided by the Controller’s Office.
7. Provide the Controller’s Office with monthly interdepartmental transaction reports. Summarize labor and material expenditures on work orders, service calls, special projects and other work performed by maintenance and custodial services. Provide departments with information regarding charges for work orders and service calls as requested.
8. Assist the Manager with reviewing and updating forms, policies and procedures in support of a more efficient operation.
9. Maintain accurate records of petty cash activity, which includes department purchases and reimbursements. Monitor and distribute petty cash in the absence of the Manager.
10. Represent LMU at various construction project meetings, job walks with vendors, and at professional organizations or associations, serve on committees as required.
11. Perform other duties as assigned or requested.

Loyola Marymount University Expectations

Exhibit behavior that supports the mission, vision, and values of the university. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications

• Typically a Bachelor’s Degree or equivalent experience in office practices, typing, bookkeeping/accounting. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
• Four years of experience in purchasing/expediting, bookkeeping/light accounting, and cost control record keeping, general office, clerical in a service-oriented environment.
• Demonstrated knowledge in the areas of basic bookkeeping/accounting practices; detailed record-keeping; telephone etiquette; modern office practices and procedures; expediting requirements; word processing and spread-sheet software; data-entry on PC; alpha-numeric filing; business mathematics; business letter writing. Ability to perform detailed record keeping and maintain accurate follow-up system; draft routine correspondence; prepare/compile budget reports; maintain files; perform accurate arithmetic computations; work effectively with others in a busy office.
• Experience working with craft persons, hardware, building maintenance or construction preferred.
• Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information. Ability to use a 10-key pad.
• Highly developed organizational and leadership skills.
• Demonstrated computer competency and preferably knowledgeable of MS Word, MS Excel, MS Office Outlook and Internet systems.

#HERC# #HEJ# Staff Regular Salary range $25.87 - $32.31 Salary commensurate with education and experience.

Loyola Marymount University is an equal opportunity employer committed to providing an environment free from discrimination and harassment as defined by federal, state and local law. We invite all persons in the full diversity of their being, life experience, and beliefs to apply. (Visit www.lmu.edu for more information.)

LMU is committed to providing equal access to employment opportunities and ensuring a comprehensive recruitment and selection process for all applicants.

Founded in 1911, Loyola Marymount University is a Carnegie classified R2 institution rooted in the Jesuit and Marymount traditions. We are committed to fostering a diverse academic community rich in opportunity for intellectual engagement and real-world experience. We enroll an academically ambitious, multicultural, and socioeconomically diverse student body. We recruit, retain and support a diverse faculty committed to excellence in teaching, research, scholarship and creativity. Our three campuses are rooted in the heart of Los Angeles, a global capital for arts and entertainment, innovation and technology, business and entrepreneurship. LMU is a unique and rewarding place to work. As you consider your employment opportunities with our institution, we encourage you to take the time to learn about the university community and how it distinguishes us from other places of employment. We are proud of the programs, benefits and services we provide our community. We strive to ensure an inclusive environment in all aspects of campus life that fosters a strong sense of trust and mutual respect.

To learn more about the University's Statement of Non-Discrimination policy and related grievance procedures, click here. To report questions or concerns about sex-based discrimination, please contact [e-mail] or 310.568.6105. To learn more about Federal & State Employment Notices, click here: