Full Time Facilities and Purchasing Assistant

As the leader in the developmental services sector Bethesda Community Services is currently recruiting those interested in supporting adults children and youth with developmental disabilities.

We envision ourselves as a community of support that inspires encourages and empowers children youth and adults with special needs to live fulfilled lives. We value respect diversity and inclusivity collaboration and compassionate quality service.

POSITION OBJECTIVE

Bethesdas is currently recruiting for a Facilities and Purchasing Assistant.

Working to uphold Bethesdas values vision and mission statement The Facilities and Purchasing Assistant The Purchasing Assistant will assist the Purchasing Supervisor in all daily tasks including purchasing responsibilities surplus inventory management entering fixed asset data into the Maintenance and Asset management system and updating and developing standardized forms.

The primary role of this position is within the Purchasing department with support of purchasing related activities for the Facilities department.

KEY JOB RESPONSIBILITIES

• Ensure all purchasing practices are conducted effectively and in compliance with Bethesdas policies organization wide
• Maintain the companys Internal Preferred vendor list
• Maintain Corporate PPE supply; ordering metrics of usage and inventory management
• Enter and maintain accurate data records in Maintenance and Asset Management system for fixed assets including preventative maintenance service additions and retirements.
• Provide support to the Facilities department in processing of purchase orders order placement tracking and receipt of goods and services.
• Support internal department managers for vendor/product inquires purchase requests and quotes as required
• Support departments with approved purchases that require tracking of multiple vendors purchase orders and invoices
• Communicate and coordinate effectively with internal departments and external vendors to ensure smooth workflow and timely delivery of goods services or project needs
• Point of contact for purchasing enquiries shared with Purchasing Supervisor
• Assist in maintaining internal databases and spreadsheets

• Assist with management of surplus assets; inventory tracking reallocation disposal by auction or other means
• Assist with management of vendor accounts including resolving pricing issues product or shipment errors delivery delays updates to contact or account information and user access management
• Assist with updating/developing standardized purchasing documents and forms
• Assist with conducting physical inventory of corporate fixed assets and capital assets of all locations
• Assist with research and sourcing of vendors for new products and/or specific needs/requirements
• Assist purchasing supervisor in preparation of formal competitive quote and bid documents
• Support Purchasing Supervisor Facilities Supervisor and Facilities Manager with quoting quoting summaries and other procurement requirements as needed
• Assist in creating support documentation (guides training processes) as requested by Purchasing supervisor and Facilities Manager
• Clerical duties as needed to ensure smooth and efficient departmental operations
• Responsible for reporting all health and safety concerns immediately following the Internal Responsibility System.
• Make recommendations for efficiencies in Facilities and Purchasing processes in general across the organization
• All other duties as assigned

QUALIFICATIONS

• Completion of Post-Secondary Business Diploma program with a focus in Procurement/Supply Chain Operations or another relative program.
• 1-3 years working within a purchasing or facilities environment
• Experience working in the Development Services Sector or nonprofit sector an asset
• Proficient with Microsoft Office.
• Valid Drivers License.
• Professional Communication Skills: professionally represents the company through strong communication skills both oral and written.
• Teamwork: excels at working with others and communicating with a team to provide the most effective support to clients.
• Problem Solving: able to navigate challenges and barriers always looks for potential pitfalls and risks to help mitigate problems ahead of time and knows when to ask for help.
• Proactive: anticipates and solves problems and issues before they are brought to your attention.
• Critical Thinking: able to analyze situations evaluate information and make sound logical decisions.
• Fluent in French is an asset.
• Some travel may be required.
• The ability to work flexible and extended hours.