Purchasing Coordinator

at  Mount Royal University

Job Description:

QUALIFICATIONS

• 18 - 24 months of purchasing experience in a retail environment
• Two years working in a frontline customer service role
• Experience in an educational setting is considered an asset
• Experience monitoring delivery schedules to meet delivery timelines
• Minimum of one year post-secondary education
• A post-secondary diploma or degree in Supply Chain Management or Business Administration is considered an asset
• Ability to make decisions using data analytics, solve problems in complex environments and work under pressure with tight deadlines
• Comfortable working with enterprise resource planning software, Microsoft Office and Google Suite
• Ability to work both collaboratively and independently
• Advanced written and verbal communication skills
• Able to work evenings and weekends on occasion

ABOUT THE ROLE

The Purchasing Coordinator (PC) is responsible for assisting the Purchasing Supervisor (PS) with the sourcing and ordering of academic materials and general merchandise. They will maintain and oversee aspects of the ordering process to support the PS’s role of providing academically appropriate products that uphold the mission and vision of Mount Royal University. The PC will also maintain communications within the campus community as outlined in the Annual Purchasing Strategy to ensure timelines and processes for course material requests are updated and readily available.

RESPONSIBILITIES

• Assists the PS for all retail purchasing requirements for the Campus Store, including but not limited to sourcing new vendors and product, placing orders, vendor communications, and pricing suggestions;
• Updating and maintaining tools (spreadsheets, etc.) used for item requests and for the ordering of course materials and general merchandise;
• Process course material requests into ordering prediction documents as provided;
• Update related systems including, but not limited to:
• Vendor information (including shipping & return policies);
• Product Return policy changes; and
• Item cost and pricing data changes.
• Update price changes in Point-of-Sale system and remove products no longer for sale;
• Source requested items as directed by the PS;
• Assist the PS creating, and sending purchase orders (PO) to vendors and publishers;
• Inquire with vendors on order shipment and invoice status;
• Work with both Inventory Control Supervisor (ICS) and PS to maintain PO records and make any changes or modifications as needed;
• Invoice collection and coding as directed by the PS;
• Assist PS to source custom or event-specific items requested by all departments within the MRU community;
• Work with ICS and PS in the timely return of unsold products to suppliers where possible;
• Assists in researching new items for sale including vendor selection, and makes recommendations to the PS;
• Assists with environmental scans of similar institutions or organizations to ensure that pricing is competitive and that product diversity is at industry standards; and
• Draft, update and submit any purchasing-specific SOPs as directed by the PS.