Manager, Maintenance Purchasing
Job no: 496851
Work type: Staff
Categories: Facilities Management, Full Time
PAY GRADE: 31E
CONTEXT OF THE JOB:
Under the limited direction of the Senior Director, Maintenance & Operations, the Manager is the resident purchasing agent and is responsible for coordinating buying activities to meet the needs of Facilities-Building Maintenance and Operations according to established policies and procedures. The Manager will establish and implement a standard and uniform procedure for procurement of parts and materials to support the operations of the department in the most efficient manner, and enable the department to realize significant savings by leveraging its buying volume. The Manager must maintain the highest of ethical standards, using as a guideline the Code of Ethics of the National Association of Educational Procurement, and avoid the existence or appearance of any improprieties.
The Manager position will be integral in the development of all the procurement aspects of the facilities management software. In addition, the Manager will have management responsibilities for developing and reporting of analyses and budget, including budget projections of S&E and contract services, for all Facilities Building Maintenance and Operations departments.
- In collaboration with Procurement Services, establish contracts that are effective and favorable to the University, negotiating advantageous payment and delivery terms, optimizing available discounts, and other actions that may reduce operating costs.
- Supervises two staff members, the position of the Financial Analyst I and the Maintenance Inventory Expediter, including having performance evaluation responsibility.
- Utilize the University’s facilities management software, participate in the process to build and populate the database of parts required for routine, emergency, and preventative maintenance activities. Coordinate the specifications, ordering, receiving and payment of these items.
- Negotiates with suppliers establishing price, delivery, quantity, payment, scope of work, change orders; researches sources of supply; determines vendor validity and method of procurement action for day-to-day Maintenance Repair and Operation needs. Provides liaison services between vendor sales managers and Facilities for procurement procedures and problem resolution; advises on cost effective alternatives.
- Conducts bid openings, evaluates bids and proposals; assures selection in accordance with competition and documentation of actions.
- Recommend new, improved policies, procedures, systems, and controls necessary to meet the changing procurement needs and conditions of the department.
- Management responsibilities for improvement to existing purchasing processes, including vendor and term contract reporting data, correlating it to the needs of the organization; compare and contrast cost usage including internal versus external efficiency; recommend vendor and contract negotiation modifications
- Prepare and administer price quotes, solicitations and purchasing to include as necessary: identify and pre-qualify sources of supply; review and interpret user requests for goods and/or services, ensure requirements are not unreasonably restrictive, and obtain additional backup information as necessary, conduct bid openings, evaluate proposals, cost analysis, assure selection in accordance with competition and document actions, following pertinent University procurement policies.
- Review past buying activity while coordinating current buys to determine current inventory levels and appropriate inventory activities.
- Channel fragmented spending through leveraged suppliers, integrated suppliers while presenting “one university”, across the university shops of electrical, plumbing, HVAC, and the like, to vendors.
- Place orders for maintenance, repair and operational needs (MRO) for facilities department. Manage contracts ensuring compliance and maintaining all records in a complete and orderly format to facilitate and expedite audits as warranted.
- Active member on facilities management software Maximo team, to insure that procurement needs are collaboratively discussed and identified.
- Process M&O Department requisitions into Purchase Orders, pay and reconcile associated invoices
- Resolve problems, e.g. customer complaints, supplier non-compliance, invoice discrepancies.
- Performs miscellaneous job-related duties as assigned.
- Bachelor's degree and four years’ maintenance, repair, and operations (MRO) buying experience, or equivalent combination of education and experience.
- Knowledge of IT tools including Outlook, Microsoft Office Suite, SharePoint, PeopleSoft Purchasing, Maximo.
- Varied and substantial maintenance experience preferred.
- Records maintenance skills and knowledge of cost analysis techniques.
- Ability to evaluate procurement bids in accordance with established criteria.
- Ability to document work in progress.
- Ability to resolve customer complaints and concerns.
- Ability to investigate and analyze information and to draw conclusions.
- Ability to analyze and solve problems.
- Ability to perform complex tasks and to prioritize multiple projects.
- Ability to assess contract compliance and product/service quality.
- Ability to prepare formal procurement solicitations in compliance with University business policies.
- Effective interpersonal and communication and negotiating skills, in order to interact with vendors, faculty, students, administrative staff at all levels.
- Ability to use independent judgment to manage confidential information.
Individual must have a valid driver's license and regular access to private, reliable means of transportation in order to maneuver throughout the Newark campus and other U/D locations when operationally necessary
Notice of Non-Discrimination, Equal Opportunity and Affirmative Action
The University of Delaware does not discriminate against any person on the basis of race, color, national origin, sex, gender identity or expression, sexual orientation, genetic information, marital status, disability, religion, age, veteran status or any other characteristic protected by applicable law in its employment, educational programs and activities, admissions policies, and scholarship and loan programs as required by Title IX of the Educational Amendments of 1972, the Americans with Disabilities Act of 1990, Section 504 of the Rehabilitation Act of 1973, Title VII of the Civil Rights Act of 1964, and other applicable statutes and University policies. The University of Delaware also prohibits unlawful harassment including sexual harassment and sexual violence.
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