Procurement and Inventory Specialist

PURPOSE OF POSITION:

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The Procurement and Inventory Specialist will be responsible for three key functions:

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• Processing project and managed services procurement tickets as assigned / designated by the Procurement Manager.

• Work with the Imaging and Inventory Technician to manage the hardware, software and materials inventory for 5Q and 5Q’s clients.

• Manage the shipping and receiving function. This position reports directly to the Procurement Manager in coordination with the Imaging and Inventory Technician.

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MAJOR RESPONSIBILITIES & ACCOUNTABILITIES

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• Process Managed Service Procurement Tickets in coordination with the Procurement Manager.

• Check order and shipping status and post updates in ticketing system for all assigned tickets.

• Proactively communicate the status of all orders to internal 5Q team members and clients through a designated company system.

• Proactively follow-up with the requestor to confirm purchasing requirements, ensuring timely purchase of goods to exceed customer expectations.

• Schedule delivery and coordinate, with internal and external clients, who are personally responsible for receiving the purchased items.

• Manage 5Q and customer inventory in coordination with the Procurement Manager and Imaging and Inventory Technician.

• Back up the Procurement Manager during periods of PTO or heavy work load periods. (Back up/Secondary)

• Back up the Imaging and Inventory Technician during periods of PTO or heavy work load periods. (Back up/Secondary)

• Provide excellent customer service through phone, e-mail, direct messaging, and posting information in designated systems in timely and accurate manner.

• Assist Imaging and Inventory Technician with creation of accurate shipping labels and documentation in order ensure timely, accurate delivery of products. (Back up/Secondary)

• Master the use of multiple freight and delivery systems in order to ensure timely deliveries, accurate reporting, efficient and cost-effective shipping costs.

• Participate in periodic physical inventory counts.

• Assist Procurement Manager in producing monthly inventory reports as required by customers. The assignment of reporting responsibility will be at the discretion of the Procurement Manager

• In coordination with the Procurement Manager, provides input to 5Q on the use and needs for critical spares inventory.

• Oversee the day to day of the Imaging and Inventory Technician.

• Assists Purchasing Manager with product returns (RMA) in order to ensure credit is received by necessary date. Work with project or MS team to coordinate items being returned from customer. Work with Inventory and Imaging Technician to return items that are received damaged from the vendor.

• Ensure the inventory and imaging areas are neat and organized.

• Be available outside of core business hours (remotely) to address urgent purchasing concerns on occasion.

• Ensure customer satisfaction by meeting customer needs in courteous and timely manner.

 

KNOWLEDGE AND SKILL REQUIREMENTS

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• Minimum 1-2 years post-secondary education in a computer technology, computer engineering, or inventory management program or equivalent experience.

• Experience in a similar role, preferably with an IT Managed Service Provider is desired.

• Familiar with standard ordering and procurement concepts, best practices, and techniques.

• Proficient with MS Office, particularly MS Excel.

• Effective attention to detail and a high degree of accuracy (this is critically important).

• Basic understanding of laptop, desktop and periphery configurations.

• Operates calmly and professionally in a high volume, short delivery time frame environment.

• Strong work ethic and a positive team player.

• Able to build and maintain lasting relationships with other departments, key business partners and other third parties as required.

• Able to effectively communicate both verbally and in writing.

• Sound analytical thinking, planning, prioritization and execution skills.

• Multitasking and prioritizing capabilities ensuring deadlines are exceeded.

• Passionate about delivering an exceptional customer experience

• Ability and willingness to work in the office 4 days per week.

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PHYSICAL DEMANDS / WORK ENVIRONMENT

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• Ability to use a keyboard to enter and retrieve data.

• Must have good eyesight to view computer monitor, phone, and read asset tags.

• Lifting and/or carrying of 15-30 lbs.

• Ability to remain standing for up to 4 hours at a time during physical inventory cycles.

• Ability to move rolling racks from room to room.

• While not required, the ability to drive to shipping distribution centers on occasion would be helpful.