Procurement Coordinator 850-12

Summary

The Procurement Coordinator aids with and facilitates the Procurement coordination processes at all business locations. This role administers all Procurement transactions including any administrative tasks and acts as liaison between employees and Procurement Department. This role provides administrative support to the Procurement function as needed, including record-keeping, file maintenance, and data entry. All activities must support the Housing Authority of the City of Pittsburgh (“HACP” or “Authority”) mission, strategic goals and objectives.

Essential Duties and Responsibilities

The position duties and responsibilities listed below describe the general nature and scope of work. Other responsibilities, duties and skills may be required and assigned, as needed.

• Supports administrative and clerical needs of the Procurement / Contracting Department such as receiving, logging, and distributing incoming correspondence, addressing requests for information.
• Provides reception coverage to the department by greeting visitors and answering/directing telephone calls using HACP’s communication network
• Manage and organize incoming and outgoing emails to ensure timely communication regarding vendor and department correspondence.
• Processes incoming and outgoing correspondence related to invoicing.
• Processes all requests for payments received from departments daily.
• Updates and maintains all databases related to contract invoice information.
• Prepares weekly reports for all outstanding invoices by department.
• Prepares weekly Finance log report for all contract invoices submitted for payment.
• Scan and index invoices and request for payment documents via DocuClass
• Updates insurance certificates in database, contacts vendors to obtain new certificates.
• Manages and updates current advertisements to ensure accuracy and relevance
• Orders supply for department on a monthly basis
• Schedules, notifies staff and prepares agenda for monthly meetings.
• Performs other duties as assigned.

Required Skills
This position requires the incumbent to exhibit the following behavioral skills:

• Excellent verbal and written communication skills.
• Excellent interpersonal and customer service skills.
• Excellent organizational skills and attention to detail
• Excellent time management skills with ability to prioritize and meet deadlines.
• Detail-oriented with expertise in entering, verifying, and maintaining data

Education and/or Experience

• Bachelor's degree in any field and/or equivalent experience.
• At least two years’ related experience (preferred).

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.