Procurement Coordinator - RSM Facility Solutions

This position will work closely with the Procurement Manager to assist in managing day to day vendor management activities.  In addition, this position will be an integral part of the vendor management team to help the entire team develop an efficient, economical, and skilled vendor base.

Essential Responsibilities:

• Assist Procurement Management and the team in managing all facets of the Auto-Dispatch program.
• Complete vendor compliance tasks
• Follow up on vendor inquiries and resolve issues/ disputes
• Assist in managing the vendor portal to assist vendors with their information, invoices, or general questions
• Work with the Project Management teams on reactive vendor search by monitoring specific statuses in FEXA
• Proactively source, qualify, and activate vendors for coverage gaps for all trades for existing and new clients
• Review and qualify existing vendors to ensure minimum requirements for insurance, rates, and overall service are up to RSM standards
• Work with outside insurance agents to understand requirements and drive compliance
• Qualify and build vendors in the system
• Ensure vendors have proper documentation loaded in their profile (COI, W9, contract, etc).
• Assist in managing work order escalations
• Research all aging reports received by vendors to ensure payments are sent out correctly
• Negotiate rates and build/maintain subcontractor relations
• Activate and deactivate vendors using the guidelines set in the S.O.P.
• Deliver exceptional customer service to vendors by communicating clearly and effectively
• Regularly meet with vendors.
• Analyze qualified vendors to properly add them into the vendor assignment program.

Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Required Education and Experience:

• Minimum 1 years of experience within a facilities department, procurement department, or vendor management department within the national retail/commercial industry.
• Basic knowledge of all general trades involved in maintenance and repair work.

Work Environment
This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. This job is in an open space office environment with considerable background noise and disturbances.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. This is largely a sedentary role. This role would require the ability to lift files, open filing cabinets and occasionally bend or stand on a stool as necessary. Other regular physical demands include standing, sitting, walking, stooping, repetitive motion, lifting not more than 15 pounds, reaching, typing.

Position Type/Expected Hours of Work
This is a full-time, in office position with 40 hours of work minimum. Days and hours of work are the normal business hours from Monday through Friday, 8:30 a.m. to 5:00 p.m.  This job is subject to working after hours and weekends to complete all tasks when necessary. Overtime hours must be approved by manager in advance of accruing overtime.

Travel
Minimal. Some local travel may be involved in this position but limited to trade shows or vendor locations.

Work Authorization
Must be authorized to work in the U.S without needing sponsorship at time of hiring or in the future

ADA/EEO Statement
Must be able to perform the essential functions of the job with or without reasonable accommodations.
Equal employment opportunities (EEO) will be provided to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, genetics, or veteran status. In addition, all applicable federal, state and local law requirements will govern nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training. Any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status is explicitly prohibited. Violation of company policies and procedures or code of conduct, including inability to perform the job duties adequately may result in discipline up to and including discharge.

At Will Employment
Your employment is at-will and either party can terminate the employment relationship at any time with or without cause and with or without notice. This job is not a contract.
In this role, you will be expected to carry out the duties and responsibilities described in the enclosed job description which is periodically updated to reflect business needs. This job description has been approved by management.

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