ADMINISTRATIVE COORDINATOR - GENERAL CLERK 3 - Clerical/Administrative Support - Purchasing at Southwest Research Institute

Who We Are:

The Services Group of the Purchasing Department is responsible for soliciting, negotiating, awarding, documenting, and administering Service Purchase Orders. The team assists Project Managers in all phases of the procurement process.

Objectives of this Role:

• Provide administrative and procurement support to Purchasing - Services Group.
• Develop a solid understanding of Purchasing Policies and Procedures and be able to act using personal judgment within defined levels of responsibility to process tasks to support the group.
• Interact daily with Purchasing Buyers, and management concerning assigned administrative tasks.
• Must be able to apply conceptual knowledge to solve problems and progress work timely.
• Assist other clerical staff as needed.
• Perform other duties as assigned.

Daily and Monthly Responsibilities:

• Provide administrative support daily: make copies, scan documents, maintain electronic and/or hard-copy filing systems or databases, answer phone calls, schedule meetings, and perform other clerical tasks as assigned.
• Assist buyers in the procurement process daily - place online orders, process change orders, clear PO commitments, compare purchase order against invoices and ensure they match, assist with market research, and other tasks as requested by the buyers
• Format documents, including WORD, PDF, and Powerpoint as needed.
• Conduct proofreading tasks to ensure accuracy, run reports, and track information monthly or as requested.
• Maintain Xerox machine supplies and manage Xerox machine service weekly or on schedule.
• Must have good interpersonal and communication skills to effectively resolve subcontract issues of varying degrees of complexity.

Requirements:

• Requires a high school diploma or equivalent. General business courses preferred.
• 4-7 years: General clerical experience is required, including formatting and editing documents and tracking and maintaining accurate records. Must demonstrate strong organizational skills and attention to detail and be comfortable with math and calculations.
• 4-7 years: Demonstrated experience providing high-quality written and oral communication, attention to detail, and following directions.
• 4-7 years: Working knowledge and experience with personal computers and general business practices. Proficiency in Microsoft Office, especially Excel and Word. Must be able to work independently and prioritize with minimal direction.
• 4-7 years: Knowledge of Adobe Acrobat. Knowledge of Deltek's Costpoint system a plus.
• A valid/clear driver's license is required.