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TITLE: Purchasing & Property Manager

AREA: Finance

REPORTS TO: Finance Director

STATUS :  Full time  Part Time

CLASIFICATION (FLSA):  Exempt  Non-Exempt

GENERAL DESCRIPTION: Responsible for overseeing the organization's property inventory, managing procurement processes, and ensuring the efficient use of resources through strategic purchasing decisions. This role includes managing contracts, supplier relationships, and corporate card activities, while also providing fiscal oversight in relation to property and procurement processes to meet organizational goals and compliance requirements.

TASKS AND ESSENTIAL JOB RESPONSIBILITIES:

+ Develop procurement policies for purchasing equipment, materials, and services.

+ Negotiate contracts with suppliers and ensure compliance with agreed terms.

+ Manage corporate card expenses, including reservations and supplier payments.

+ Oversee and maintain property inventory, ensuring accurate records and documentation.

+ Coordinate the acquisition, distribution, and disposal of property assets.

+ Conduct regular property inspections to maintain condition and organization.

+ Track and record property movement and ensure proper labeling and storage.

+ Manage supplier relationships, ensuring cost-effectiveness and ethical compliance.

+ Resolve claims or disputes with suppliers, contractors, or customers.

+ Prepare and process purchase requisitions and orders for materials and equipment.

+ Identify and evaluate suppliers, ensuring the best prices, quality, and service.

+ Monitor contract maintenance, ensuring proper execution of service agreements (e.g., A/C, security cameras).

+ Assist with fiscal reports related to procurement and property activities for investors and foundations.

+ Ensure compliance with organizational policies on property management and procurement.

+ Supervise and guide staff involved in purchasing and property management activities.

+ Process certifications for relevant agencies (e.g., Hacienda, CRIM, ASUME).

+ Provide guidance to directors on purchasing and equipment matters.

+ Maintain updated vendor lists and ensure reliable, quality suppliers are used.

+ Support property-related audits, providing necessary documentation and reports.

+ Ensure safety and regulatory compliance for all property and equipment before issuance or disposal.

SUPERVISORY RESPONSIBILITIES

+ Determine schedules, sequences, and assignments for work activities, based on work priority and skill of personnel.

+ Provide guidance and direction to subordinates, including setting performance standards and monitoring performance.

+ Encourage and build mutual trust, respect, and cooperation among team members.

+ Identify developmental needs and provide coaching, mentoring, or formal training to improve skills and knowledge.

+ Coordinate work activities with personnel, resolve employee grievances, or identify and review resources needed.

+ Inspect and monitor work areas, tools, and equipment, providing safety training to prevent unsafe conditions or violations of safety rules.

+ Recommend or initiate personnel actions, such as hires, promotions, transfers, discharges, or disciplinary measures.

EXPERIENCE, EDUCATION, SKILLS & KNOWLEDGE REQUIRED:

+ Bachelor’s degree in accounting, finance or related field.

+ At least two (2) years of experience in related field.

+ Procurement Expertise: Knowledge of procurement processes, policies, and supplier evaluation to secure cost-effective materials and services.

+ Contract Management: Ability to negotiate, draft, and manage contracts, ensuring compliance with terms and service agreements.

+ Property Inventory Management: Skills in tracking, labelling, and organizing property assets, along with accurate record-keeping.

+ Financial Oversight: Proficiency in budgeting, managing expenses, and providing fiscal reports related to procurement and property activities.

+ Supplier Relationship Management: Ability to develop and maintain positive supplier relationships while ensuring cost-effectiveness and compliance.

+ Regulatory Compliance: Understanding of safety regulations, legal requirements, and compliance with organizational policies and external regulations (e.g., Hacienda, CRIM).

+ Leadership and Supervision: Strong leadership skills to guide, motivate, and develop staff, while setting performance standards and resolving conflicts.

+ Negotiation and Problem-Solving: Skilled in negotiating favorable terms with suppliers and resolving disputes effectively.

+ Analytical and Reporting Skills: Ability to analyze procurement data, track property movement, and prepare clear, concise reports.

+ Time Management and Multi-tasking: Effective in prioritizing tasks, meeting deadlines, and overseeing multiple projects or activities simultaneously.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

+ Standing/Walking: Ability to stand or walk for extended periods during inspections and meetings.

+ Lifting: Capable of lifting materials or equipment up to 25-50 pounds.

+ Manual Dexterity: Ability to handle documents and operate equipment.

+ Vision: Ability to read and interpret documents and labels.

+ Hearing: Clear communication with team members and external parties.

+ Office Setting: Primarily based in an office for administrative tasks and report preparation.

+ Field Work: Occasional property inspections and handling of assets, requiring physical activity in varied environments (e.g., warehouses, construction sites).

+ Safety Compliance: Adherence to safety protocols in fieldwork and equipment handling.

+ Work Schedule: Regular office hours with occasional overtime.

+ Team Collaboration: Frequent interaction with internal teams, suppliers, and contractors.

+ Travel: Limited travel for inspections, meetings, or training.

DISCLAIMER:

+ The information provided outlines the general nature and scope of work typically expected of employees in this role. It is not intended to be an exhaustive list of all duties, responsibilities, qualifications, or objectives required for the position.

+ We are an Equal Employment Opportunity Employer. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.