Ordering Specialist - Hull - 6 month contract

SUMMARY 

The Ordering Specialist manages, coordinates and participates in the ordering and procurement of essential technology needs including but not limited to PC hardware and PC software for Global IT organization.


ESSENTIAL FUNCTIONS/EXPERIENCE

Previous Software Systems experience

Someone that knows how and is able to process orders

Working knowledge of Excel, Word & Powerpoint

10% - Inputs accurate Information into the supplier web portal on behalf of the business functions to enable efficient, timely and accurate purchases of both IT hardware and software.

10% - Monitors overall ordering and purchasing procedures for possible improvements. Identifies opportunities and coordinates with the IT team to implement purchasing improvements including standardized forms, file organization and documentation requirements.

10% - Ensures all related governance processes/policies are adhered to and completed prior to final approval to ensure all ordering and purchasing is done in the best interest of the company (legal, technical, financial).

10% - Maintains ordering and purchasing information, electronic files and records for the purpose of ensuring availability of documentation and compliance with established policies and regulatory guidelines and in case of audit.

10% - Provides monthly management reporting of ordering and purchase activities. Maintain SharePoint database for ordering, purchase orders and contracts.

10% - Reviews planned orders, prepares purchase orders by verifying specifications and price; send copies to suppliers and to departments originating requests. Respond to customer and supplier inquiries about order status, changes, or cancellations.

10% - Ensures all documentation on requests is accurate. Coordinate the work flow and prioritize requests received from the request originators. Advise on most efficient means of procuring items and applicable procedures. Counsel requestors regarding product availability and economic purchase factors.

15% - Tracks order acknowledgement, confirms system lead times, delivery dates, and costs. Prepares and communicates shortage and backlog reports, and provides visibility of potential interruptions to internal customers. Maintain communications with suppliers during course of procurement action in order to ensure timely delivery in compliance with the requirements. Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.

15% - Verifies receipt of items by comparing items received to items ordered; resolves shipments in error with suppliers. Coordinate returns and service problems with suppliers. Verify billed amount with goods received. Authorizes payment for purchases by forwarding receiving documentation. Leads and resolves problems and issues arising from purchase of services, invoices, supplies and equipment with internal and external clients.

REQUIREMENTS

Education - Bachelor's Degree

Experience - 1-2 Years

COMPETENCIES

Building Working Relationships. Developing and using collaborative relationships to facilitate the accomplishment of work goals.

Successful Team member. Supports and works effectively with others, internally and externally, to achieve common goals and objectives.

Customer Focus. Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships.

Planning and Organizing. Establishing courses of action for self and others (where appropriate) to ensure work is completed efficiently.

Brand Values. Embraces and supports the Company's brand values of Performance, Innovation & Trust.

OTHER

Able to operate effectively in a team setting as a facilitator and team member.
Display strong interpersonal and communication skills, both verbal and written.
Possesses superior telephone etiquette. The ability to deal with customers in a customer service oriented fashion
Can work cooperatively with the end user community, team members, vendors and management
Driven to meet/exceed customer expectations based on SLAs developed and continuous process refinement
Has the ability to work independently and with little supervision.
Able to prioritize projects to meet deadlines as well as handle multiple projects simultaneously.
Exhibits strong analytical, organizational, and time management skills coupled with the ability to communicate effectively, both written and oral, with external vendors and internal employees.