Purchasing Agent

Caltech; Pasadena (CA); On-site; USD 80,000 - 100,000; Full time

Job summary

An established industry player seeks a detail-oriented Purchasing Agent to join their innovative team. This role involves managing purchasing activities and ensuring compliance with policies while providing vital support to instructors and suppliers. The ideal candidate will possess strong organizational and communication skills, alongside a customer-focused mindset. With a commitment to excellence, this position offers the chance to be part of a vibrant community dedicated to advancing technology and education. Embrace this opportunity to contribute to impactful projects and grow within a supportive environment.

Benefits

Health Insurance

Dental Insurance

Vision Insurance

Retirement Savings Plans

Paid Time Off

Tuition Reimbursement

Onsite Counseling

Sick Time

Qualifications

• Bachelor’s degree or equivalent with at least 2 years of relevant work experience.
• Proficient in various software applications including spreadsheets and databases.

Responsibilities

• Coordinate onboarding documentation for new instructors and suppliers.
• Review instructor invoices for accuracy before submission to Accounts Payable.
• Serve as a liaison for Accounts Payable addressing inquiries regarding invoices.

Skills

Organizational Skills

Interpersonal Skills

Written Communication

Negotiation Skills

Problem-Solving

Presentation Skills

Leadership Skills

Customer Focus

Education

Bachelor's Degree

Tools

Word Processing Software

Spreadsheet Software

Database Software

Email Applications

Networked Server Applications

Job description

Join to apply for the Purchasing Agent role at Caltech.

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Caltech's Center for Technology Management and Education (Caltech CTME) delivers executive and professional education services tailored to the needs of organizations leading in technology and engineering. We are committed to creating high-quality customized training programs for corporate clients and practical open-enrollment courses for individual learners.

The Purchasing Agent will report to the Executive Director of Caltech's Center for Technology Management and Education (Caltech CTME) and is a key member of the CTME group. The Purchasing Agent performs all tasks necessary in implementing purchasing activities in compliance with Caltech’s policies and procedures, to acquire goods and services for the CTME Department, and will provide general purchase order administration.

Essential Job Duties

• Coordinate and process onboarding documentation for new instructors, including welcome letters, supplier registration, direct deposit setup, W-9 forms, and invoice templates.
• Provide guidance to instructors and suppliers on submission requirements to ensure compliance and prevent delays in Supplier Management processes.
• Collaborate with Supplier Management to complete supplier setup efficiently and accurately.
• Review instructor invoices for accuracy and completeness prior to submission to Accounts Payable, including verification of travel expense documentation and coordination with internal billing personnel.
• Submit verified invoices to Accounts Payable for processing, ensuring alignment with company standards and content validation requirements.
• Serve as a liaison for Accounts Payable by addressing inquiries regarding instructor invoices or services provided, ensuring swift issue resolution and process continuity.

Basic Qualifications

• Bachelor’s degree or equivalent with at least 2 years of relevant work experience.
• Proficient in various software applications (word processing, spreadsheets, databases, email, networked server applications).
• Excellent organization, interpersonal, and written communication skills with a strong customer focus.
• Excellent negotiation, problem-solving, presentation, and leadership skills.
• Self-driven with the ability to work as part of a team or independently as an individual contributor.

Required Documents

• Resume

Hiring Range

$24.25 - $31.75 Per Hour

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more about our Equal Employment Opportunity (EEO), visit eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please contact Caltech Recruiting.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Purchasing and Supply Chain

Industries

• Research Services