Purchasing Specialist

Under the direction of the Purchasing Manager, this position will assist with supporting a strategic approach to purchasing goods and services at YMCA of Greater Houston. This position will assist with developing and managing sourcing and procurement processes, provide leadership in identifying and maintaining the best sources of supply, and establish best-in-class purchasing practices. The Purchasing Specialist will be responsible for considering all aspects of relationships with staff and vendors, and for delivering procurement related services to YMCA of Greater Houston stakeholders in a customer-focused manner.

ESSENTIAL FUNCTIONS:

Vendor Management

• Assist with Vendor Onboarding Process
• Assist Staff with identifying potential sources of supply for needed goods and services.
• Monitor KPIs for vendors to measure quality, service, and financial performance and communicate findings with the appropriate stakeholders.

Strategic Sourcing

• Assist with forecasting demand for goods and services to meet business needs.
• Assist Staff with developing specifications for routine and complex bids, contracts and master agreements, working closely with internal stakeholders to ensure compliance with YMCA standards and requirements.
• Manage sourcing events of low to mid complexity, including Requests for Quotes (RFQs) and Invitation for Bids (IFBs), and leading staff through the sourcing, evaluation and award processes.

Procurement and Contract Lifecycle Management

• Assist the Purchasing Manager with the developing, implementing and maintaining all policies and procedures related to purchasing and contract administration.
• Support staff with obtaining quotes, awarding contracts, monitoring vendor relationships, negotiating prices and ensuring timeliness and quality goods and services.
• Support relationships with both internal customers and vendors by providing timely responses to inquiries, guiding stakeholders to correct sourcing and procurement processes, and provide training when necessary.
• Guide Staff through procurement processes with the intent of ensuring purchase orders contain appropriate information, supporting documentation and approval.
• Manage contract setup and maintenance in the E-Procurement System.

Expense Management and Continuous Improvement

• Serve as an administrator for the YMCA Procurement Card (P-Card)
• Continuously review of sourcing/procurement systems, vendors, processes and procedures, with a view to implementing positive change, reduce waste and streamline processes.
• Support internal/external audit and reporting requirements.
• Assist with the development of year over year strategies to improve cost, customer processes and quality of goods/services.
• Participate and lead ad hoc projects and perform other duties, as assigned.

Cross Functional Communication

• Serve as liaison between vendors, service providers and internal customers.
• Effectively utilize written and verbal communication to support staff with all procurement functions.
• Assist with developing job aides/guides for staff and assist with periodic training.
• Partner closely with the Accounting and Accounts Payable groups to create a team approach.
• Model relationship-building skills in all interactions. Develop and maintain collaborative relationships with community organizations. Maintain regular, clear, and concise communication within area of responsibility.

YMCA Culture & Cause Expectations

Our mission and core values are brought to life by our culture.  It’s who are, who we aspire to be and how we show up every day.  We are cause-driven.  We don’t just show up, we show up with purpose.  As a cause driven leader you are expected to be:

Welcoming-Accept neighbors eagerly, warmly, hospitably, and as equal participants.

Nurturing-To care for, support, and help develop through encouragement.

Hopeful-Take an optimistic or positive view of future outcomes.

Determined-To devote full strength and concentrated attention to the cause.