Office and Procurement Assistant

Description

Victory Programs is a Boston-based nonprofit dedicated to helping homeless individuals and families with substance use disorders and chronic health issues like HIV/AIDS, Hepatitis C, and mental illness. Providing a welcoming environment, our compassionate and inspiring team is committed to helping them regain their health and restore their hope through immediate access to safe and stable housing. We open doors to recovery, hope, and community to individuals and families.

Reporting to the Procurement Coordinator, Office and Procurement Assistant (“O&P Assistant”) will provide support in managing Victory Programs' procurement process and act as an office admin for our three administrative offices. Working with internal and external stakeholders, this position will identify procurement needs, respond to purchase orders submitted by staff and fulfill the same, manage inventories, and ensure the timely delivery of goods and services. 

The O&P Assistant must possess strong analytical, communication, and an understanding of procurement processes as well as supply chain management. The ideal individual should also be able to manage several projects simultaneously and prioritize tasks based on Victory Programs' priorities and deadlines. The O&P Assistant must maintain quality standards, identify cost-saving opportunities, and maintain compliance standards.

Essential Functions:

• Assist with the purchasing of supplies, equipment, furniture, etc., for the organization; 
• Support the Procurement Coordinator in obtaining and reviewing multiple bids/quotes for goods and services over $5,000;
• Assist with fleet management in partnership with Facilities, Program staff, and insurance providers.
• Manage the organization’s inventory database in conjunction with all departments;
• Travel between Victory Program’s sites as needed to monitor offices, accept deliveries, and oversee our program inventories. 
• Monitor and evaluate vendors, contractors, and service providers to ensure timely and satisfactory performance;
• Develop and implement recommendations for supply chain management optimization;
• Negotiate pricing and sourcing details with vendors;
• Continuously review the organization’s vendors and contractors to ensure goods and services are obtained from reputable sources that align with the organization's values;
• Provides support to the Finance department through the processing of transactions and financial data;
• Under supervision of the Procurement Coordinator, assist with the management of Victory Program’s three administrative offices to ensure maintenance requests are submitted in a timely manner, workspaces are prepared in advance of new staff start dates, and the offices are maintained in a safe, cleanly, and organized manner;
• Organize and coordinate office administration and procedures, in order to ensure organizational effectiveness, efficiency, and safety.
• Travel between VPI’s 20+ sites to take and audit inventories and accept deliveries as needed.

Qualifications:

We seek a solutions-focused and collaborative problem-solver with a strong "can-do" attitude. The ideal candidate is highly self-motivated, professional, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment. They should always exemplify customer service and a positive image.

Required skills and qualifications:

• A self-starter, able to work independently and proactively, set and achieve goals, be held accountable, function calmly, be reserved, and effectively under stress.
• Resourceful and able to think critically, especially regarding handling conflicting priorities proactively and expeditiously;
• Flexible; able to change tasks and priorities as necessary;
• Accessible; responsive to the needs of internal staff and external partners and vendors;
• Must have a valid driver’s license or the ability to obtain one within 90 days of employment;
• Highly organized and detail-oriented;
• Strong verbal and written communication skills;
• Ability to think analytically, apply sound judgment, and solve problems.

Education and Experience:

• A minimum of one year experience in office management, procurement, or a related role;
• Familiarity with the nonprofit sector preferred;
• Prior database management experience or training;
• Strong computer skills, including word processing, spreadsheets, databases, and other office software. Knowledge of both Google and Microsoft products is preferable.

Compensation & Benefits 

We are proud to be an Equal Employment Opportunity company. We do not discriminate based on race, religion,