Coord, Materials

Position Summary :

The Material Coordinator is a critical member of the Maintenance Operations group at Vanderbilt University. (VUMO) The Coordinator is a key individual contributor, responsible for accurately processing requests for materials and supplies and making purchases of non-stock items. The Material Coordinator expedites the flow of material and supplies from procurement to payment to fill all VUMO requirements.

About the Work Unit :

VUMO provides facilities support for all construction, renovation, and routine maintenance of the university and its facilities, as well as housekeeping services for approximately 5.8 million square feet of academic, administrative, residential, and recreational space. VUMO supports grounds care for more than 330 acres of registered arboretum; turf care for athletic fields; and utilities for the University Campus and the Medical Center. Facilities annual budget exceeds $100 million in operating expenses and includes over 500 employees. It manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement, and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire department, specifically regarding the areas of Finance, Employee Relations, Systems, Contracts and General Administration.

Key Functions and Expected Performance: The Storeroom goal will be to have inventory available to sustain MRO operations at the lowest possible cost. The primary function of the Material Coordinator will be to actively process and expedite purchase requests through the AiM and Oracle systems. The Material Coordinator will always conduct themselves in a professional manner, keeping in mind that the mission is to provide excellent customer service to the VUMO Custodial department.

The Material Coordinator will:

• Fully supports procure to payment process for building maintenance, repair, and operating materials using the department work management system and university purchasing system.
• Actively process and expedite purchase requests through work management and purchasing systems. This includes custodial submitted order requests, and associated purchase orders for non- stock and specialty items.
• Identify items needed that are available in stock and pick for orders.
• Research and identify suppliers for materials needed to fulfill orders.
• Research and work closely with custodial technicians and managers to source parts and supplies required for work orders.
• Research special order items/parts; including expedited emergency repair parts requests.
• Solicit quotes and proposals for materials, supplies, equipment, and tools needed for work orders.
• Receive and coordinate the delivery of parts to all shops and departments for delivery by the Supply Delivery Technician.
• Coordinate and maintain orderly flow of material throughout the dock and adjacent staging areas.
• Maintain equipment inventories and records. Coordinate repairs for equipment as needed.
• Communicate and coordinate directly with custodial management and technicians regarding orders and parts information.
• Monitor and track status of all initiated transactions. Maintain documentation related to all transactions.
• Maintain accurate records and actively update status of purchases and stock picks for order fulfillment.
• Accurately process expense reports, receiving documentation, and other accounting related functions for all initiated purchases in a timely manner.
• Review and approve invoices for payment for all purchases made via Purchase Order.
• Collate and regularly submit expense reports for all purchases made via credit card.
• Maintain knowledge of departmental account codes, proper purchasing practices, and current university/department procedures applicable to assigned functions.
• Ensure all requisitions and purchase documents comply with established processes, policies, and procedures.
• Regularly maintain parts and inventory data in work management system.
• Support regular stock inventory process.
• Assist suppliers with inquiries.
• Work with management to determine "best practices" for work unit. Implement process and procedure changes.
• Follow all university and departmental policies and procedures.
• Other duties as assigned.

Supervisory Relationships :

This position does not have supervisory responsibility; this position reports administratively and functionally to the VUMO Stores Manager.

Education and Certifications:

• High School Diploma is required

• Other post-secondary or skilled trades education is preferred .

• Must be able to obtain an industrial fork truck operators license.
  

Experience and Skills :

• 2 years of related experience is required.

• Experience working in a fast-paced environment is required.

• Demonstrated effective communication and teamwork skills are required .

• Demonstrated organized approach to work task details is required.

• Demonstrated skills utilizing Adobe Acrobat, Microsoft Office apps, and inventory and/or work management systems are required.

• Previous purchasing, accounting, or data entry work experience is preferred.

• Experience working with AiM work management system and Oracle-based purchasing systems is preferred.

• Previous Higher Education work experience is preferred .

• Previous Facilities Maintenance work experience is preferred.