The Procurement and Logistics Assistant/Expeditor is primarily responsible for expediting, receiving and reconciling materials for all project sites and provide administrative support to the P&L Department. This position is privy to confidential information and as such, requires high levels of diplomacy and discretion. Procurement and Logistics Assistant/Expeditor will be provided with day-to-day training/guidance from Procurement/Logistics Specialist along with other P&L team members so as to ensure he/she learns our business, the procurement processes along with blind procurement. Due to the nature of our business, candidate must qualify and maintain security clearance. Salary range $40-45K. Work from home on Fridays!
Responsible for expediting all materials and must be 100% comfortable calling on vendors.
Responsible for assistance in receiving and reconciling of materials (on a line-by-line item basis).
Responsible for assisting Sr. Logistician in scheduling and shipment of materials to job site.
Responsible for assisting tracking, editing and maintaining Material Tracking Reports.
Responsible for acting as Sr. Logistician’s backup in the preparation of Commercial Invoice and Packing Lists along w/quality control checks (when necessary).
Responsible for back up of Procurement/Logistics Specialist.
Responsible for procurement and logistics administrative duties.
Responsible for reaching out/scheduling all introductory calls with new/potential sources of supply.
Responsible for vetting and adding new sources of supply to databases.
Responsible assisting Director of Procurement/Logistics with the tracking and reporting of all SBA requirements.
Responsible for assisting Sr. Logistician in the reconciliation, posting approvals/filing of vendor invoicing; so as to ensure vendors are paid on time.
Ad-hoc reports and filing (as needed).
Assist in preparation of RFP bid packages (as needed) and solicitation of bids (when applicable and/or required).
Assist with RFP specifications and/or drawings (as needed).
Assist Procurement/Logistics Director w/follow-up on more complex buys.
Assist with the entering of Purchase Orders (Vista).
Attend daily Procurement/Logistics meetings and other meetings (as requested).
Perform daily quality control (QC) checks on purchase orders for buyers (as needed).
Other duties as assigned by Procurement/Logistics Specialist.
Experience, Education and Skills
Minimum Associate’s Degree is required.
Must have a minimum of two solid years as an Administrative Assistant. Willing to train the right candidate.
Must have the ability to handle multiple priorities with deadlines and work independently.
Must have strong communication skills, both written and oral are required.
Must have the ability to learn Procurement/Logistics policies and procedures (and ability to follow same).
Attention to accuracy and details in analyzing and researching data.
Must have the ability to problem solve and have an inquisitive nature to resolve issues when they arise.
Must be proficient in Microsoft Office Suite; strong Excel, Word and PowerPoint skills are a must.
Must have impeccable customer service skills. In our area of business; we treat everyone as a customer.
Must have a high level of professionalism and discretion.
Must have above-average business writing/editing skills.
Must be highly organized (time, filing, computer, etc.).
Mus be able to evaluate and use relevant information along with individual judgment to suggest ways to improve work processes (Process Improvement).
U.S. Citizenship is required
Must be a team player and look at challenges as opportunities for new knowledge and growth
Must be able to secure and maintain a security clearance at the required level