Association Purchasing Administrator

Want to grow your career with the Y? Apply for the Association Purchasing Administrator!

Job Description

Under the direction of the Association Director, Purchasing and Fleet Management, the Association Purchasing Administrator will manage day to day operations of the YMCA’s electronic purchasing software (MARTY), and provide customer support to Center staff to facilitate ease of use and full compliance with the Purchasing Policy. Alongside the AD, Purchasing and Fleet Management, the Association Purchasing Administrator will support leasing, execution of RFP’s, and administrative duties associated with Fleet Management.

The culture of the Y is rooted in our Christian mission and core values. We strive every day to collectively embody our purpose of serving as a catalyst to transform lives and communities through programs that build healthy spirit, mind and body for all. We are respectful – we treat each other and those we serve as we hope to be treated ourselves. We are caring – we show a sincere concern for others and their well-being. We are honest – we are truthful in what we say and what we do, and we do not make promises we do not intend to keep. We are responsible – we are good stewards of our resources, strive for excellence and our actions are accountable to those we serve. We are innovative – we harness creativity, are solution minded and forward thinking. We lead with faith.

Qualifications

Required Qualifications

Education

• High school diploma or equivalent required; associate’s or bachelor’s degree in business administration, supply chain, or a related field preferred.
  
  

Experience

• 1-3 years of experience in a purchasing, procurement, or administrative role.
• Familiarity with purchasing software and ERP systems is a plus.
  
  

Skills

• Strong organizational and time management skills.
• Excellent communication and negotiation abilities.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Attention to detail and accuracy in data entry and documentation.
  
  

Other Requirements

• Ability to work in a fast-paced environment and meet deadlines.
• Knowledge of procurement best practices and supply chain principles is advantageous.
  
  

All YMCA team members are expected to maintain a current and active status for all safety, risk, and programming certifications defined by the YMCA of Greater Charlotte.

Working Conditions

• Regularly required to use a computer for extended periods of time and be able to communicate using a computer and phone/smart device.
• Must occasionally lift and/or move up to 10 pounds.
• The noise level in the work environment is usually moderate.
• Travel as needed.
• Speak concisely and effectively communicate.
• Communicate in English, written and oral.
• Must be able to sit or stand for extended periods.
• Ability to hear noises and distress signals.
• Perform all needed rescues and survival skills.
• Think in abstract, solve problems, make quick decisions.
  
  

Essential Functions

• Manage and organize procurement inbox and enter quotes as requisitions in procurement system.
• Lead the enhancement and delivery of system trainings for greater availability and accessibility.
• Resolve end-user issues with a high level of customer service.
• Support transportation asset management system through data entry and validation.
• Collaborate with internal departments to understand purchasing needs and specifications.
• Maintain and update vendor records, fostering positive supplier relationships.
• Ensure compliance with company policies and regulatory requirements for all purchases.
• Resolve discrepancies related to orders, deliveries, or invoices in a timely manner.
• Maintain organized records of purchase orders, contracts, and supplier communications.
• Support bidding, budgeting, and forecasting efforts by providing accurate purchasing data.
• Identify opportunities to improve procurement processes and workflow efficiency.
• Assist with the evaluation and onboarding of new suppliers.
• Performs other duties and tasks as assigned by leadership.
  
  

Cause-Driven Leadership Competencies

CRITICAL THINKING & DECISION MAKING: Makes informed decisions based on logic, data, and sound judgment

FUNCTIONAL EXPERTISE: Executes superior technical skills for the role

COLLABORATION: Creates sustainable relationships within the Y and with other organizations in service to the community

COMMUNICATION & INFLUENCE: Listens and expresses self effectively and in a way that engages, inspires, and builds commitment to the Y’s cause