Accounting Purchasing and Receiving Coordinator

Description:

Purchasing and Receiving Coordinator
$19.35 to $23.01 / based on experience

Available Schedule (subject to change):
Full Time / Monday-Friday / 7am-330pm

Location:

Royal Oaks Retirement Community

10015 W. Royal Oak Road

Sun City, AZ 85351

Cross streets are 99th and Grand Avenue

Position Summary:

Under the supervision of the Senior Accountant, performs a variety of duties associated with the receiving, shipping, and storage of materials, supplies, tools, and equipment while providing outstanding customer service to internal customers, vendors and residents.

Brief Overview of Major Duties:

• Establishes, selects, implements, and coordinates purchasing, shipping and receiving activities.
• Competitive price comparisons should be routinely requested from multiple vendors and documented. Any repetitive and redundant ordering of items needs to be scrutinized.
• Places purchase orders with vendors. Follows up on orders ensuring that materials are shipped and delivered on promised dates.
• Selects items for issue – locates items to fill requests for materials while ensuring accuracy of the order. Ensure quantities, quality and promptness in filling orders; respond within one business day. Report and correct discrepancies in locations, quantities on hand and damages. Include suggested alternatives; i.e., lower cost yet better quality items.
• Returns items to stock— credits properly all material returned to stock with regard to work orders, serviceability of the material, proper classification and rebinning.
• Removal of any expired or damaged items from stock and recording inventory adjustments in Orbits.
• Maintains Concur system to upload purchase order requests.
• Responsible for neat and orderly stocking, restocking and maintenance of all warehouse locations. Keeps warehouse areas unobstructed and hazard-free. Performs all inventory and cycle counts to ensure accuracy and promptness of completion.
• Issues monthly consumption reports to the individual departments no later than the ninth of each month.
• Documents annual physical inventory to inventory records. Any discrepancies will need an explanation indicated on the report and reported to the Senior Accountant.
• Develops and maintains positive relationships with vendors; acts as a professional representative of Royal Oaks.
• Maintains attention to cost efficiency; elimination of waste and the maximum value for all money spent.
• Coordinates unloading of vendor, UPS, Federal Express and all other incoming deliveries while ensuring that shortages and damages are reported in a timely manner. Enters information into inventory system accurately.
• Prepare and post outgoing USPS letters and packages. Records charges to residents accordingly. Maintains and restocks USPS Flat Rate boxes and envelopes in cabinet located at Door 2.
• Maintains and updates Central Supply and Orbits systems for all incoming and outgoing transactions daily.
• Provides training to all new personnel that are required to use the Orbits system.
• Prepares cost studies and compares with other vendors.
• Delivers prompt approval and submission of invoices for payment to the accounting department.
• Develops standardized supply ordering procedures.
• Promotes continuous improvement of workplace safety and environmental practices.
• Required to operate/drive a golf cart for the purpose of transporting supplies around campus as needed. This may also include transporting employees, residents and/or guests when needed.
• Perform other duties as assigned.

Requirements:

Required Skills/Abilities:

• Has knowledge of the trade material, storeroom, shipping and receiving operations.
• Has ability to prepare written memoranda, interpret shipping and receiving documents, and interact with the accounting department in resolving issues from the daily operation.
• Has ability to operate computerized inventory control system.
• Is able to approve substitute material and/or recommend substitutions when needed.
• Is organized, able to multi-task, think creatively and adapt to different situations.

Education and Experience:

• Must have a high school diploma or GED equivalent.
• Preferably has one to two years of experience in trade material, storeroom and shipping and receiving operations.

Licenses and Certifications:

• Obtain OSHA 10 hour certification within 60 days of hire and maintain certification annually.
• Has current, valid driver’s license. Driving record must meet the criteria set forth by Royal Oaks’ insurance carrier.
• Has current and valid Fingerprint clearance card or apply for one within 20 days of hire.
• Obtain Memory Care Certification within 30 days of hire and comply with annual certification requirements.

Physical Requirements:

• Is able to carry/lift/push/pull up to 50 pounds.
• May need to operate a fire extinguisher.
• Is able to assist in evacuation procedures.
• See additional Physical/Cognitive Requirements & Work Environment information below.

Essential Functions:

• Physical: lifting/moving, carrying/transporting, walking/traversing or moving, standing/stationary position, bending, reaching to include forward and above shoulder level, pulling, pushing, fine manipulation (pen, using a mouse), gross/total manipulation (firm hand grasping, twisting)
• Cognitive: written and oral communication, remember names and details
• Environmental: inside, outside, humid, hot, cold, working with others, working around others, working alone

Hiring Process:

• Pre-employment Drug Screening
• Criminal Background Check
• Adult Protective Services (APS) Registry Check
• Fingerprint Clearance Card (we can assist)
• Employment Verification
• TB Testing
• Royal Oaks is a Drug Free Workplace. Royal Oaks conducts pre-employment, random and reasonable suspicion drug testing in accordance with its drug-free workplace policy. Royal Oaks' general hiring policy does not discriminate against registered medical marijuana cardholders. However, in accordance with A.R.S. 23-493.06 Royal Oaks may decline to employ or to continue to employ persons in safety-sensitive positions based on the results of drug testing.
• Royal Oaks does not discriminate in hiring or employment against holders of Arizona's Medical Marijuana card, although we do prohibit marijuana use on premise. Although Arizona has legalized recreational marijuana use as well as medical use, the law creates no employment protections for applicants or employees who are recreational marijuana users. Royal Oaks will require a drug screen for all applicants who accept a job offer and may decline those applicants who are positive for marijuana without a Medical Marijuana card. Royal Oaks will continue to prohibit all employees from using, selling, possessing, or being impaired by marijuana in the workplace and while on duty.

Incredible Benefits!

• Get Health Benefits Fast – Medical, dental, vision benefits start the first day after the month you're hired! (Full-time only)
• Employee Assistance Program (EAP) – Access to mental health support, legal counseling, financial coaching, and more through Talkspace and other resources.
• Choice of Two Affordable Medical Plans – Starting as low as $66/ paycheck for employee-only coverage (Full-time only).
• On-Campus Medical Providers – Convenient healthcare options right at your workplace.
• Six Annual Paid Holidays – Enjoy time off to recharge with paid holidays throughout the year.
• Generous Paid Time Off (PTO) – Start accruing PTO from day one, with up to 3 weeks in your first year (Full-time only).
• Cash in Unused PTO Hours – Convert unused PTO into cash (limits and details apply).
• Volunteer Time Off (VTO) – Get 4 hours of paid VTO annually to give back to your community, without using your PTO.
• Referral Bonus – Earn up to $600 for each friend you refer who gets hired – and there’s no limit to how many people you can refer!
• Scholarship Program – Receive up to $5,000 annually in tuition reimbursement to support your educational goals.
• Career Growth Opportunities – We promote from within! Last year, we proudly promoted over 30 employees.
• FREE Fitness Center Access – Stay healthy with on-site gym facilities or enjoy gym reimbursement up to $200 annually.
• Annual Shoe Reimbursement – Get up to $40 annually for work shoes to keep you comfortable and stylish.
• Uniform & Reimbursement – Uniforms provided or reimbursed for many positions.
• Covered Parking – Convenient parking at no extra cost.
• Employee Meal Discount – Enjoy 20% off meals while at work.
• Free Starbucks Coffee – Fuel up with free Starbucks coffee anytime!
• Exclusive Employee Discount Program – Save big on travel, electronics, entertainment, and more!
• Retirement Plan with Matching – Save for the future with a retirement plan offering 4%-10% matching contributions.

Royal Oaks Awards:

2024 Senior Care's Best Places to Work from WeCare Connect

2022 ICAA NuStep Beacon Award / Top 25 'Best in Wellness' Senior Living Communities in North America

2021 National Association of Home Builders (NAHB), GOLD AWARD - Category 55+ Design Awards / Best Service Enriched Community on the Boards Inspirata Pointe at Royal Oaks

Disclaimer: This job posting is intended as a general summary of duties and responsibilities. A comprehensive job description is available upon request.