Senior Administrative Coordinator - Procurement Expeditor

Position Summary
Assist in the efficient operation of Administrative Services by purchasing and expediting materials and services as needed. Perform cost control accounting functions to effectively use the limited financial resources of the department and university.

Job Description

Position Specific Accountabilities
1.    Assist with purchasing, direct billing, and preparing and issuing purchase orders as needed.
2.    Prepare and verify information related to the warehouse annual inventory, including individual inventory extensions. Verify the accuracy of item count and cost extension.
3.    Issues Requests for quotations, prepares price analyses. Review of bid proposals including negotiations within budgetary limitations and scope of authority.
4.    Responsible for selecting and maintaining sources of supply using progressive purchasing techniques and methods.
5.    Expedite partial and late orders; negotiate new ETA’s in accordance with priorities established by Operations and Maintenance.  Provide updates of order status and ETA’s to the Director.
6.    Maintain complete cost control for capital purchases and/or projects. Record department purchases and monetary activities; maintain files on vendor activity. Process department invoices; rectify billing errors; reconcile accounts. Monitor department budget and produce reports as needed. Verify budget reports provided by the Controller’s Office.
7.    Provide the Controller’s Office with monthly interdepartmental transaction reports. Summarize labor and material expenditures on work orders, service calls, special projects and other work performed by maintenance and custodial services. Provide departments with information regarding charges for work orders and service calls as requested.
8.    Assist the Manager with reviewing and updating forms, policies and procedures in support of a more efficient operation.
9.    Maintain accurate records of petty cash activity, which includes department purchases and reimbursements. Monitor and distribute petty cash in the absence of the Manager.
10.    Represent LMU at various construction project meetings, job walks with vendors, and at professional organizations or associations, serve on committees as required.
11.    Perform other duties as assigned or requested.

Loyola Marymount University Expectations
Exhibit behavior that supports the mission, vision, and values of the university.  Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct.  Demonstrate a commitment to outstanding customer service.

Requisite Qualifications
•    Typically a Bachelor’s Degree or equivalent experience in office practices, typing, bookkeeping/accounting. Incumbent will be expected to continue upgrading knowledge, skills, and abilities needed to keep abreast of regulation/policy changes.
•    Four years of experience in purchasing/expediting, bookkeeping/light accounting, and cost control record keeping, general office, clerical in a service-oriented environment.
•    Demonstrated knowledge in the areas of basic bookkeeping/accounting practices; detailed record-keeping; telephone etiquette; modern office practices and procedures; expediting requirements; word processing and spread-sheet software; data-entry on PC; alpha-numeric filing; business mathematics; business letter writing. Ability to perform detailed record keeping and maintain accurate follow-up system; draft routine correspondence; prepare/compile budget reports; maintain files; perform accurate arithmetic computations; work effectively with others in a busy office.
•    Experience working with craft persons, hardware, building maintenance or construction preferred.
•    Exemplary communication skills (both written and oral) evidenced by background in preparing comprehensive reports and executive summaries incorporating complex, highly technical information. Ability to use a 10-key pad.
•    Highly developed organizational and leadership skills.
•    Demonstrated computer competency and preferably knowledgeable of MS Word, MS Excel, MS Office Outlook and Internet systems.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified.

#HERC# #HEJ#

Staff Regular

Salary range

$25.87 - $32.31 Salary commensurate with education and experience.

Please note that this position may not be eligible for visa sponsorship now or in the future.

Loyola Marymount University, a Carnegie classified R2