Procurement Specialist I

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JOB POSITION ROLE:

To provide administrative support to project management teams with cost tracking, procurement of supplies, submittal management, and other project administrative functions as needed to successfully execute assigned projects, and achieve profit goals and excellent client satisfaction in alignment with the Mission, Vision and Values of CAPE.

RESPONSIBILITIES:

• Provide vendor and Subcontract sourcing and pricing for Requests for Quotes (RFQ's), as directed by management team.
• Prepare Bid Abstracts, process Purchase Requisitions (PR's), Purchase Orders (PO's) and modifications with required documentation for PM approvals; enter PRs into the JAMIS Prime system.
• Assist project management with web-based system setup for proposals and/or projects through project development, as directed per specific service line support.
• Assist in the completion of timely invoicing for all assigned projects, as required.
• Ensure all fully executed PO's, related documentation, required payment releases (partial and final) and certified payrolls, where required, are attached to applicable vendor invoices and uploaded to the Document Management System (DMS).
• Project cost tracking to confirm invoices are valid
• Follow up on receivables as required to ensure regular and timely payment to minimize aged A/R
• Review/QC and voucher accounts payable (A/P) and PO invoices for PM review, approval and processing in a timely manner.
• Maintain files
• Provide administrative support such as word processing edits to project plans or client submittals under the direction of a PM or another senior operations manager.
• Coordinate project-related travel, as directed per specific service line support.
• Support project closeout activities, as directed per specific service line support.
• Provide support for asset management and control to include vehicle/equipment allocation reports for weekly cost analysis
• Provide support to project management with the processing and tracking of timesheets/expense reports for assigned field personnel
• Support the issuance of base passes, as directed per specific service line support.
• Participate in all training identified by Contract and Project Management
• Attend all meetings required to maintain efficiency of assigned project tasks

ACCOUNTABILITIES:

• All procurement is timely, accurate and compliant with FAR/DFAR, corporate policy and procedure and any other regulatory guidelines.
• Corporate procurement methods are implemented and maintained in an ever-changing and demanding procurement environment
• Data entry into CAPE Project Reporting Systems (JAMIS Prime, DMS, etc.) is consistent, timely and accurate.
• A/P and PO vouchering is processed in an accurate and timely manner
• As directed per service line support; invoice status is tracked to ensure no aging on Accounts Receivable (A/R) report > 30 days, communicating any occurring problems with invoice payment.
• Basic procurement authority to issue PO's, change orders and work orders against BPAs and MSAs are within specific assigned procurement warrants.
• Successfully participate in all identified PMAI training activities through conference calls, webinars and face-to-face training.
• Quality issues are immediately communicated to PM, investigated and corrective action developed and implemented with lessons learned passed on to others.
• Electronic timekeeping is maintained in accordance with corporate timekeeping policy
• Understanding and compliance with corporate announcements and/or initiatives communicated through company-wide emails
• Display a consistent effort to listen, comprehend and act in response to the needs of both internal and external clients to provide excellent service and client satisfaction.
• Actively participate in quarterly and annual performance evaluation meetings with Supervisor to identify potential areas of professional development as well as potential deficiencies and plans for improvement
• Live CAPE's values and follow CAPE's Policies and Procedures
• Work in a safe manner
• Meet budgets, commitments and internal and external clients' expectations
• Assistance to support teams is efficient, timely and confidentiality is maintained when needed
• Can do attitude, seek ways to perform tasks quickly and correctly and relate to others in a way that you are someone they look forward to working with

MINIMUM EDUCATION REQUIREMENTS FOR THIS POSITION:

• High school diploma or General Education Diploma (GED)
• Associate's degree, BA or BS in engineering or business-related field or two (2) years of progressive experience in related field such as procurement, contracting, accounting, finance; or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.

MINIMUM EXPERIENCE REQUIREMENTS FOR THIS POSITION:

• Associate's degree, BA or BS in engineering or business-related field or two (2) years of progressive experience in related field such as procurement, contracting, accounting, finance; or any equivalent combination of experience and training that provides the required knowledge, skills and abilities.
• Two (2) years of experience working in a Microsoft Office environment with strong Word and Excel skills

CRITICAL SKILLS REQUIRED FOR THIS POSITION:

• Knowledge and efficiency in all administrative aspects of customer service, including problem solving; accounts receivables and database entry/maintenance with a proven track record of improving systems or processes.
• Ability to manage deadlines and due dates of delegated tasks to achieve cost performance goals for assigned projects and within assigned Business Unit or Service Line
• Familiarity with the Environmental/Engineering/Construction Industry preferred
• Team player with the ability to establish and maintain effective everyday working relationships with various teams and levels of command
• Proficiency in the use, management and administration of the information technology platforms in use at CAPE.
• High level of interpersonal skills and communication skills both written and verbal
• Problem-solving with the ability to collect and research data
• Work efficiently - skilled in organizing resources with the ability to effectively manage and prioritize multiple task with tight deadlines
• Commitment to Quality
• Ability to perform tasks with a "Can do attitude" quickly and correctly and relate to others in a way that you are someone they look forward to working with.

REQUIRED INTERNAL TRAINING FOR THIS POSITION:

• New Hire Orientation/On-Boarding Training
• Ethical Standards and Business Conduct Program (ESBCP) Training
• CAPE Procurement Training with approved basic purchasing authority by the Director, Contracts & Procurement
• Familiarization with CAPE Systems/Tools: JAMIS Prime, etc.

The job holder may require additional job-related certification and/or training during the course of employment for specific tasks and/or project and/or field operations support

MENTAL AND PHYSICAL CAPABILITIES REQUIRED TO MEET DEMANDS OF POSITION;

The work environment characteristics and associated physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to talk or hear
• The employee is frequently required to sit and use hands to finger, handle, or feel
• The employee is occasionally required to stand and walk
• Specific vision abilities required include close vision, distance vision, color vision and ability to adjust focus
• Occasional moderate to high noise exposures in the work environment
• Tasks involve lifting up to a maximum of 50 pounds in weight, pushing, pulling, or carrying objects, using abdominal and lower back muscles to provide support over time without fatigue.
• Ability to travel up to 10% for training-related support to project management support staff in other CAPE offices and project sites

Cape Environmental Management Inc. provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.