PRIMARY FUNCTION:
This position is responsible for assisting the Procurement Manager in administrative duties related to the purchase of all supplies, rolling stock materials, and services used directly by the company, except for “retail” equipment and parts materials. This position will also be responsible for assisting the Fleet Manager with administrative duties within our companies Fleet Programs.

ESSENTIAL DUTIES

Procurement Based Duties: Vendor Management:

• Catalog and maintain a master list of vendor agreements
• File/index all new agreements
• Maintain internal vendor database
• Create Vendor prospects when new vendors need to be set up in GPAX, the company’s business operating system
• Routinely evaluate vendor goods, services, and billing to ensure agreements are within negotiated standards
• Assist in the setup of users in vendor systems for direct ordering & remove terminated employees as necessary
• Work with Accounting to manage vendor portal
• Screen all applications for new vendors
• Process copier, mailing equipment, and occupancy invoices for the corporate office, as well as monthly consolidated uniform invoices
• Track and process utility invoices for entire company

Verify and disseminate invoices related to vendor agreements

Purchase Order System:

• Assist with training employees and end user support on use of procurement system

Approve purchase orders and vendor orders in Procurement Manager’s absence

Vending Service:

• Maintain continuous awareness of vending quality and service, while coordinating with vending management regularly to enhance systems.

Work with HR Department and user areas to correct problems.

Fleet Based Duties:

• Maintain and keep current the Fleet Corp Spreadsheet.
• Make Driver and account edits in all GPEC Systems (GPAX, Holman, Samsara, Etc.)
• Assist in keeping all vehicle registration current, by working with our drivers, supervisors, and our 3rd party system.
• Assist with DMV request when the Fleet Manager is unavailable.
• Be a liaison between internal customers and our third-party systems.
• Keep current all files for DOT / HOS while helping to maintain a current driver file for all needed vehicle operators. (400 Fluid)
• Work with all departments to ensure Fleet information is current.
• Order and maintain fuel card requests as needed.
• Help track and respond to Fleet helpdesk requests.
• Assist in the building of fleet reporting.
• Help to create efficiencies within all aspects of Fleet daily procedures.
• Work with AP and AR to properly code invoices, payments that pertain to fleet.

Miscellaneous Duties:

• Backup the Procurement & Fleet Managers as needed.
• Handle incoming phone calls to both the Procurement & Fleet Departments.
• Promote consistency in methodology across the entire company with established policies, processes, and controls
• Support all areas of the company by:

v. Prompt answers to questions.
vi. Recommendations on cost reductions and/or purchases.

• Assist Procurement Manager in the Analysis of Corporate spending
• Assist Fleet Manager with asset procurement.

MINIMUM REQUIREMENTS:
Education:
High School graduate with 2 years or equivalent work experience in administration. Preferred an associate degree in Business Administration, Accounting, Finance, or related field.

Work Experience:
Must have at least 2 years of administrative experience. Prefer at least 1 year experience in a lead role or equivalent transferrable skills and experience necessary to perform the essential duties of this position.

Physical:
Must be able to sit for long periods using the telephone and computer
Must be able to clearly communicate orally and in writing
Must be able to kneel, grasp, stop, reach, and lift to 25 lbs.

Other:
Must have at least proficient PC skills in MS Office, especially Excel and Word
Must have a valid driver’s license and dependable transportation to travel periodically for business purposes
Must have strong, professional negotiation, reasoning and problem-solving skills
Must be able to prioritize and coordinate multiple tasks simultaneously while maintaining a calm and professional demeanor
Must be able to work independently
Must have tactical and clerical skills
A sense of urgency and high attention to detail are required for this position
Must demonstrate initiative, commitment to teamwork, enthusiasm for customer service, and dedication to finding solutions in an efficient manner with a positive self-motivated attitude

This job description is not intended to be all-inclusive. Your supervisor may request and assign you similar duties. Any major modification of this job role requires Human Resources approval.

Gregory Poole Equipment Company is an Equal Opportunity/Affirmative Action employer and will consider all qualified applicants for employment without regard to race, color, religion, gender, sexual orientation, gender identity, national origin, age, protected veteran status, or disability status.


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