Purchasing Administrator

VIVA USA Inc; Indianapolis (IN); On-site; USD 55,000 - 85,000; Full time

Job summary

VIVA USA Inc in Indianapolis, IN seeks a Purchasing Administrator to manage procurement of goods and services, ensuring cost-effectiveness and timely delivery to support upper management decisions.

The role requires contracting know-how, e-procurement experience, and familiarity with procurement laws. You must complete the client DPAP training and pass the DPAP test within four weeks of hire. Equal opportunity employer, committed to diversity.

Job description

Role Overview:

The Purchasing Administrator is a subject-matter expert in the procurement of various commodities and services in a cost-effective manner and on a timely basis. You will handle sensitive issues when dealing withclient personnel and vendors, supporting the decisions of upper management. You will coordinate and executeclient procurement functions in accordance withclient Code.

To be a certified buyer for the client, you must take theclient Delegation of Purchasing Authority Program (DPAP) classes and pass the DPAP test within four weeks of the date of hire. The training is conducted by theclient.

A Day in the Life:

The essential functions of this role are as follows:

• Provide administrative oversight of both automation-related and traditional contract services.
• Purchase on behalf of theclientwithin a pre-determined delegation authority and consistent withclientpurchasing and procurement laws, rules, regulations, and procedures.
• Maintain a substantial file system covering all services or items contracted for by theclient.
• Perform vendor bid/quote evaluations to determine most responsible and responsive vendor for purchase process.
• Analyze vendor performance issues regarding contract administration Apply State-described vendor percentage preferences to purchases.
• Negotiate, execute, and administer contracts, QPA Agreements and amendments
• Communicate with staff and outside vendors as necessary to solve problems, address complaints, and facilitate the timely processing of purchases.
• Document fully and accurately all purchase processes for auditing purposes. Ensure that all procurement-related documents are completed fully and accurately.
• Act as a resource to provide guidance and assistance forclient procurement agents concerning procedures, policies, and regulations governing all purchasing and contract activities.
• Troubleshootclient functional issues in PeopleSoft eProcurement, Purchasing, Sourcing, and Supplier Contract Management.
• Establish and maintain assessment criteria according to current procurement rules and statutes.

What You'll Need for Success:

You must meet the following requirements to be considered for employment:

• Bachelor of Science degree in Accounting, Finance, Purchasing or Business Management or 5 to 8 years of full-time professional experience.
• Broad knowledge in contracting, requisitions and purchasing/procurement, accounting, business administration, fiscal management, or related experience.
• Broad knowledge of state and federal procurement laws, rules, procedures, practices, and forms. Extensive knowledge specific to overseeing and managing contracts.
• Effective communication skills.
• Broad knowledge and advanced proficiency with E-Procurement management system and ability to use the Microsoft Suite software.
• Expertise with general project management including financial management, and conflict management. Ability to negotiate contracts and bids.
• Inter-personal relationship skills are a must, and strong communicators with positive attitudes will be most successful in the established work environment.
• Ability to maintain confidentiality.
• Eligible to be bonded and able to accurately handle financial documents.

You must satisfy the following requirements to continue employment:

Required to take initialclientPurchasing and Procurement training and to attend any further required training

Skill - Required / Desired - Amount of Experience

• Professional experience in purchasing administration, procurement operations, or a closely related function. - Required - 5 Years
• Demonstrated experience in procurement, contract administration, requisition processing, financial mgmt, accounting, or related business operations - Required - 5 Years
• Knowledge of applicable state and federal procurement laws, regulations, policies, and procedures, including compliance requirements and documentation - Required - 5 Years
• Demonstrated experience managing procurement contracts, overseeing vendor performance, evaluating bids, and supporting contract negotiations - Required - 5 Years
• Experience with general project management including financial and conflict management - Required - 3 Years
• Strong interpersonal, written, and verbal communication skills, with demonstrated ability to establish effective working relationships - Required
• Proficiency in Microsoft applications, including Excel, Word, Outlooks, and PowerPoint, to support procurement activities - Required
• Advanced proficiency with electronic procurement (eProcurement) systems - Highly desired
• Bachelor's degree in Accounting, Finance, Purchasing or Business Management - Highly desired
• Experience supporting procurement operations within a government or public-sector environment, preferably within Indiana state government - Desired
• Professional procurement certification (e.g., CPPB, CPPO, CPSM, or prior DPAP) - Desired
• Experience procuring IT goods and services including software, hardware, and telecom - Desired
• Experience coordinating withclient personnel and vendors to facilitate procurement activities - Desired

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status