Senior Coordinator, Procurement

American Water; Layton (UT); On-site; USD 50,000 - 65,000; Full time

Job summary

American Water seeks an administrative support professional to assist project management, procurement, and contract compliance. This person will interact with supervisor and project staff, work fairly independently, and handle day-to-day activities with minimal supervision.

Key tasks include maintaining procurement records, coordinating with contractors, processing invoices, and generating reports. Strong MS Office skills and discretion with confidential information are essential.

Qualifications

• HS or GED and five+ years of admin experience in procurement.
• Experience coordinating with government contractors and suppliers.
• Strong MS Office skills and ability to handle confidential information.

Responsibilities

• Provide administrative support for Project management, procurement, and contract compliance.
• Serve as liaison with Contracts Administration and maintain on-site procurement records.
• Coordinate communications with government entities and contractors as requested.
• Process receiving reports, verify invoices against POs and RRs, resolve discrepancies.
• Track inventory and prepare financial and narrative reports as needed.
• Maintain operating plans and compliance documents for prime contracts and AW policy.
• Generate service requests, create work orders, and verify maintenance system entries.
• Perform light office duties such as answering phones and filing.

Skills

MS Office proficiency

Independent worker

Administrative skills

Interpersonal skills

Education

High School Diploma or GED

Tools

MS Word

MS Excel

MS PowerPoint

MS Access

Job description

Responsible for performing administrative support for Project management, procurement, contract compliance and operations management functions. Maintains a close and highly responsive relationship with supervisor and Project staff in carrying out day-to-day activities. Works fairly independently, receiving a minimum of detailed supervision and guidance.

Key Accountabilities:

• In accordance with MSG’s Procurement Policy and Plan, identifies vendors, working with them to secure company profile information and other documents required to establish the companies in American Water’s Procurement and AP systems. Serves as a liaison with MSG Contracts Administration Department. Responsible for maintaining the on-site procurement records.
• Coordinates routine activities and communications with DLA, AFCEC, 75th CEG, Government Contractors and others as requested.
• Responsible for completing receiving reports for supplies/services, comparing against purchase orders. Reviews invoices for accuracy against purchase orders and receiving reports. Resolves discrepancies.
• Tracks inventory and prepares financial, statistical, narrative and/or reports as requested.
• Assists Management in maintaining documentation of compliance with specified Prime Contract obligations.
• Assists Management in maintaining up-to-date Operating Plans that are required by Prime Contract and/or AW policy.
• Reads publications, regulations, and directives and takes action or refers those that are important in complying with AW Procurement Policy and Plan.
• Generates service requests, creates work orders, and verifies operational compliance through the computerized maintenance management system.
• As necessary, performs or assists in performing basic office administration duties such as answering the phones, filing, preparing reports, etc.
• Performs other related duties as assigned.

Knowledge/Skills:

• Proficiency in MS Office Suite products, including MS Word, Excel, PowerPoint and Access.
• Ability to work independently; strong administrative and computer skills; strong interpersonal skills (tact/diplomacy, cooperation, negotiation); high level of initiative, judgment and discretion; discretion with confidential information.

Experience/Education:

• Any combination equivalent to: graduation from HS or GED, and five (5) plus years of administrative experience in a procurement function, three (3) of which must have included organization, coordination, and performance of duties at a responsible level.