Job Title: Purchasing and Contract Specialist
Location: Warren, NJ 07059
Duration: 12 Months
Hybrid - 50% onsite required
Work Schedule: Mon-Fri(Normal business hours)
PURPOSE AND SCOPE OF POSITION:
Supports the successful operation of the GMP facility, laboratory and business functions at Warren sites through interaction with internal customers and external service providers. Contributes to the completion of specific milestones associated with projects impacting cross?functional teams, supports the department on diverse projects that extend beyond their functional area, and may provide project management leadership on tasks of moderate scope specific to their functional area. With little or no direction, this individual carries out routine tasks and functions. Using analytical skills and expertise. independently identifies and solves problems of minor scope and complexity. The individual works collaboratively with their immediate supervisor, team members and internal and external customers to achieve team goals and uses informal leadership opportunities and effective communication to influence team direction and continue to build trust and value.
REQUIRED COMPETENCIES: Knowledge, Skills, and Abilities:
• Computer skills in Microsoft Office Suite: Word; Excel for basic use; PowerPoint for presentations; SharePoint is preferred, and candidate can have basic skills and manager willing to train a "quick learner" on SharePoint. Outlook with extensive background in database systems. Innate ability to learn new software, such as corporate intranet and enterprise business.
• Interact with business partners and customers to identify and deliver the agreements and purchase orders needed to meet the business needs and timing requirements
• Drive activities associated with the creation and execution of master purchasing agreements
• Responsible for creating and maintaining all records in accordance with record retention policies and legal requirements
• Understands and works with all components related to web pages, i.e., web parts, lists, pages, libraries, permissions, content and forms
• Strong working knowledge in computer training systems
• Working knowledge of enterprise business systems such as Ariba and SAP
• Knowledge of accounting principles. Experience with departmental budget management
• Strong written and verbal communication skills. Highly proficient at writing well formulated emails and notifications. Ability to effectively communicate with employees, contractors and vendors. Experience with technical writing and document development / generation.
• Excellent interpersonal skills with experience dealing with a diverse workforce.
• Strong multitasking ability in conjunction with proven organizational skills. Ability to organize assigned tasks in a high paced environment and concurrently monitor tasks / assignments with others that may impact timely completion. Ability to effectively manage multiple tasks and activities simultaneously
• Familiarity with FDA and EU environments and associated compliance regulations
Education and Experience:
•Required BS degree in Business field or science field or supply chain
• Minimum 3 years of Facilities/maintenance/engineering project coordinating / planning experience, preferably in a biotech environment.
DUTIES AND RESPONSIBILITIES:
• General Administrative Responsibilities:
• Makes travel arrangements for management, if applicable
• Order office supplies
• Prepare check requests as needed
• Ship important documents via overnight courier
• Process invoices for payment
• Create purchase orders in Ariba
• Schedule meetings in Outlook
• Coordinate departmental activities
• Assist staff as needed with software issues, i.e., excel, charts, etc.
• Cross functional activity coordinator
• Prepare department meeting minutes
• Assist with developing and tracking the departments expense and capital budgets
• Filing/Organizing paperwork
• Submit IT/IS service requests
• Capital Project Responsibilities:
• Routing and tracking Capital Appropriation Requests (CAR's)
• Routing and tracking legal contracts
• Inputting purchase requisitions
• Routing and tracking purchase orders
• Invoice approvals and tracking
• Updating project spread sheets (financial and status)
• Facilitate review and approval cycles of project documentation
• Assist with Project closeout
• Assist with Purchase order closeout
• Maintain project documentation in hard copy and on Sharepoint sites
• Record Retention (RR):
• Act as RR Notification Recipient for group
• Ensure all department employees are trained on RR
• Interface with all employees to ensure compliance to RR
• Maintain accurate documentation of program completion
• Maintain up to date RR binders
WORKING CONDITIONS (US Only):
• Ability to sit, stand, walk and move within workspace for extended periods.
This job description is intended to describe the general nature and level of work being performed by the person assigned to this position. The primary duties and responsibilities are intended to describe those functions that are essential to the performance of this job.
This job description does not state or imply that the above are the only duties and responsibilities assigned to this position. There are other duties and responsibilities that are considered incidental or secondary to the overall purpose of this job. Employees holding this position will be required to perform any other job-related duties as requested by management.
About Us: Established in 2004, SPECTRAFORCE® is one of the largest and fastest-growing diversity-owned staffing firms in the US. The growth of our company is a direct result of our global client service delivery model that is powered by our state-of-the-art A.I. proprietary talent acquisition platform, robust ISO 9001:2015/ISO 27001 certified processes, and strong and passionate client engaged teams. We have built our business by providing talent and project-based solutions, including Contingent, Permanent, and Statement of Work (SOW) services to over 140 clients in the US, Canada, Puerto Rico, Costa Rica, and India. Key industries that we service include Technology, Financial Services, Life Sciences, Healthcare, Telecom, Retail, Utilities and Transportation. SPECTRAFORCE is built on a concept of “human connection,” defined by our branding attitude of NEWJOBPHORIA®, which is the excitement of bringing joy and freedom to the work lifestyle so our people and clients can reach their highest potential. Learn more at: http://www.spectraforce.com
Benefits: SPECTRAFORCE offers ACA compliant health benefits as well as dental, vision, accident, critical illness, voluntary life, and hospital indemnity insurances to eligible employees. Additional benefits offered to eligible employees include commuter benefits, 401K plan with matching, and a referral bonus program. SPECTRAFORCE provides unpaid leave as well as paid sick leave when required by law.
Equal Opportunity Employer: SPECTRAFORCE is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, sexual orientation, gender identity, genetic information, disability or veteran status, or any other category protected by applicable federal, state, or local laws. Please contact Human Resources at LOA@spectraforce.com if you require reasonable accommodation.
California Applicant Notice: SPECTRAFORCE is committed to complying with the California Privacy Rights Act (“CPRA”) effective January 1, 2023; and all data privacy laws in the jurisdictions in which it recruits and hires employees. A Notice to California Job Applicants Regarding the Collection of Personal Information can be located on our website. Applicants with disabilities may access this notice in an alternative format by contacting NAHR@spectraforce.com.
LA County, CA Applicant Notice: If you are selected for this position with SPECTRAFORCE, your offer is contingent upon the satisfactory completion of several requirements, including but not limited to, a criminal background check. We consider qualified applicants with arrest or conviction records for employment in accordance with all local ordinances and state laws, including the Los Angeles County Fair Chance Ordinance for Employers (FCO) and the California Fair Chance Act (FCA). The background check assessment will consider whether a criminal history could reasonably have a direct, adverse impact on the job-related safety, security, trust, regulatory compliance, or suitability for this role. Such findings may result in withdrawal of a conditional job offer.
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $45.00/daily.
