Primary Role:
Responsible for performing administrative support for Project procurement, contract compliance and operations management functions. Maintains a close and highly responsive relationship with supervisor and Project staff in carrying out day-to-day activities. Works fairly independently, receiving a minimum of detailed supervision and guidance.
Key Accountabilities:
- In accordance with MSG’s Procurement Policy and Plan, identifies vendors, working with them to secure company profile information and other documents required to establish the companies in Client’s Procurement and AP systems. Serves as a liaison with MSG Contracts Administration Department. Responsible for maintaining the on-site procurement records.
- Coordinates routine activities and communications with DPW, Government Contractors and others as requested.
- Responsible for completing receiving reports for supplies/services, comparing against purchase orders. Reviews invoices for accuracy against purchase orders and receiving reports. Resolves discrepancies.
- Tracks inventory and prepares financial, statistical, narrative and/or reports as requested.
- Assists Utility Manager in maintaining documentation of compliance with specified Prime Contract obligations.
- Assists Utility Manager in maintaining up-to-date Operating Plans that are required by Prime Contract and/or AW policy.
- Reads publications, regulations, and directives and takes action or refers those that are important in complying with AW Procurement Policy and Plan.
- As necessary, performs or assists in performing basic office administration duties such as answering the phones, filing, preparing reports, etc.
- Performs other related duties as assigned.
Education:
- Any combination equivalent to: graduation from HS or GED, and five (5) plus years of administrative experience in a procurement function, three (3) of which must have included organization, coordination, and performance of duties at a responsible level.
Skills:
- Proficiency in MS Office Suite products, including MS Word, Excel, PowerPoint and Access.
- Ability to work independently; strong administrative and computer skills; strong interpersonal skills (tact/diplomacy, cooperation, negotiation); high level of initiative, judgment and discretion; discretion with confidential information.
Knowledge:
- Proper use of grammar, spelling and punctuation.
- General knowledge of procurement policies and practices.
- Broad knowledge of company operations and policies and procedures.
