Purchasing Agent

Phipps; New York (NY); On-site; USD 65,000 - 70,000; Full time

Job summary

Phipps Houses is seeking a Purchasing Agent to manage procurement for its services division and affiliates. The role requires at least five years of procurement experience, familiarity with Yardi, and strong Excel/Word skills.

You'll prepare bids, negotiate terms, and maintain vendor relations across multiple sites. The successful candidate will handle supplier research, invoicing reconciliations, and respond to internal inquiries while supporting a fast-paced environment in New York.

Qualifications

• B.A. and/or 5 yrs procurement experience required.
• Experience with Yardi preferred.
• Must have experience with Microsoft Excel, Word and etc.
• Good Organizational and interpersonal skills.
• Must be able to multi-task in a fast-paced environment.
• Take on additional or special responsibilities as required, such as processing requests for services, repairs, and products.

Responsibilities

• Prepare and send out RFPs/RFQs for leasing agreements and commodity pricing agreements.
• Purchase office and related supplies including toner, paper, and equipment.
• Conduct vendor research and maintain the vendor database.
• Negotiate contract terms and dollar values with vendors.
• Obtain W-9s and submit to Director of Purchasing for processing.
• Coordinate with sites and Area Managers for service information and samples.
• Process invoices and reconcile payments in the system.
• Prepare Cancellation and Award Letters as needed.
• Obtain D&B reports and analyze findings for purchasing decisions.
• Research and solicit new vendors; perform vendor reference checks.
• Respond to emails and phone inquiries relating to Purchasing issues.
• Handle special requests from the Purchasing Director.

Skills

MS Excel

MS Word

Communication

Detail Oriented

Dedicated

Education

High School Diploma or better

Bachelor's degree in Business Administration preferred

Tools

Yardi

Job description

Phipps Houses is one of the nation’s oldest and largest not-for-profit developer/owners of
affordable housing. It is a multi-faceted real estate organization, involved in the
development, finance, construction and asset management of new and rehabilitated multi-
family housing for low to middle income New Yorkers. Through its subsidiary, Phipps
Houses Services, Inc., it conducts residential and some commercial property management,
and it’s tax exempt 501(c)(3) affiliate, Phipps Neighborhoods, provides human services to its
development communities.

The Purchasing Department of Phipps Houses and affiliates is currently seeking a
Purchasing Agent. The successful candidate must possess a minimum of 5 years
experience.
Salary range for this role is 65-70k

Job Duties

• Prepare and send out RFP’s/RFQ’s for all leasing agreements and commodity pricing agreements for PHSI Services.
• Purchasing Agent will be responsible for commodities such as toner cartridges, paper, housekeeping supplies, office supplies, general printing, copier/fax, phones and other office equipment, maintenance equipment, storage retrieval, lighting and electrical supplies, coffee supplies and coffee and vending machine equipment.
• Conduct vendor research for potential new vendors and maintain the vendor Purchasing database.
• Conduct contract terms and dollar value negotiations.
• Obtain completed W-9 from new prospective service vendors and submit them to the Director of Purchasing for processing.
• Follow up with the sites and Area Managers requesting service information, samples, requisitions, and any other information needed.
• Answer phone calls and make phone calls, send and receive faxes, work at the computer, as required.
• Handle reconciliations of unpaid service invoices, pull & match invoices w/Pos to update pending orders.
• Prepare and send Cancellation and Award Letters.
• Obtain D&B reports, analyze them, and submit findings to Director of Purchasing
• Research for, and solicit new vendors, as well as conduct vendor reference checking.
• Respond to, and create, e-mail correspondence.
• Respond to questions from bookkeepers regarding Purchasing issues.
• Handle special requests from Purchasing Director as needed.
• Answer the telephone and make phone call as required. Prepares purchase orders through a computerized system (Yardi Voyager) and places orders for the purchase of goods and services.

Requirements

• B.A. and/or 5 yrs procurement experience required.
• Experience with Yardi preferred.
• Must have experience with Microsoft Excel, Word and etc.
• Good Organizational and interpersonal skills.
• Must be able to multi-task in a fast-paced environment.
• Take on additional or special responsibilities as required, such as processing requests for services, repairs, and products.

Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.

Qualifications

Skills

Required

Communication

Advanced

Advanced

MS Excel

Advanced

MS Word

Advanced

Yardi

Advanced

Behaviors

Required

Detail Oriented

Capable of carrying out a given task with all details necessary to get the task done well

Dedicated

Devoted to a task or purpose with loyalty or integrity

Education

Required

High School Diploma or better in General Studies.

Preferred

Bachelors or better in Business Administration.

Experience

Required

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.