Manager, Facilities Purchasing ID-4619

January 21, 2025

Reporting to the Assistant Director, the Facilities Purchasing Manager is responsible for procuring all supplies, materials, tools and rental items for Facilities Management, ensuring best possible prices and timely delivery. Provides technical guidance to the Facilities Management Department procurement function, while assisting other departments in procurement purchasing. Manages, directs and controls the Facilities Management inventory control system, central shipping and receiving. Upon receipt of stock items, the Manager enters data into computerized maintenance management system (CMMS). Manages order point in keeping inventory at par levels and maintains inventory minimum and maximum levels and reorder points. Manage order point in keeping inventory at par levels. May assist with event set ups. Supervises Storeroom supervisor.

Job Duties

65% - Performs, in a cost-effective manner, purchasing for all Facilities materials, supplies and tools. Initiates purchase orders thru Computer System for all materials, stock or non-stock. Purchases annually stock and non-stock supplies and materials which is more than $850,000 annually. Supervises Storeroom supervision, and staff as necessary. Conducts annual performance appraisals and ensures regulatory compliance of Storeroom personnel. - (Essential)
20% - Enters data into CMMS Inventory Module. Enters Oxy stock number, amount issued, employee identification number and work order number on IDC. Reviews transactions for accuracy, errors and significant trends, recommend solutions to problems; runs issue reports and order point list for new order quantity. Processing is daily and timely to aid invoice processing. Responsible for maintaining the Parts Master that it is up to date and accurate. New stock items are set up in Parts Master before purchasing. Conducts and is responsible for the annual inventory reconciliation required by college auditors. Reconciliation of our inventory use vs College general ledger with our charge back system. - (Essential)
15% - Run daily reports to sufficiently maintain sufficient levels of stockroom inventory. Assures that all parts are marked clearly and in their right location as stated in computer. Organizes stockroom physical inventory of 7,000 individual items. Check variances between on-hand versus actual quantities. Final report given to Business Office for College audit. - (Essential)

Minimum Qualifications

Bachelor’s degree in business management, business administration, supply chain and operations management, finance, or combination of education and experience equivalency.
Five years of progressively responsible experience in a purchasing, procurement, or inventory control function.
Demonstrated experience as a Buyer.
Demonstrated experience using computerized inventory systems.
Demonstrated knowledge and skills in procurement, purchasing and managing inventory control systems. Basic knowledge of accounting and budgeting. Demonstrated ability to manage warehouse and storekeeping functions. Ability to analyze, synthesize and organize data, and present findings in a comprehensible manner for different audiences. Proficiency in Microsoft Office applications (Word, Excel, PowerPoint), Google drives/folders/forms, Adobe Acrobat, Web Editing, and social media applications or any combination of productivity programs applicable to position responsibilities.
Demonstrated ability to be detail-oriented and thorough; skilled at anticipating and preventing potential problems and handling a wide variety of tasks with efficiency and accuracy.
Strong commitment to a quality work product.
Demonstrated ability to effectively communicate verbally, in writing and electronically.
Effective interpersonal skills as evidenced in the ability to collaborate with a variety of constituencies.
Demonstrated commitment to justice, equity, inclusion & diversity.
Demonstrated skill in adapting to and performing work effectively in high-volume, high accountability, confidential environment with multiple and changing priorities.
Effective organizational, logistical, time management and planning skills with the ability to manage and prioritize multiple tasks/projects simultaneously, prioritize and fulfill the functions of an office in a timely manner.
Ability to self-motivate and work independently.
Ability to provide effective leadership and training, and to work effectively and professionally across functions, disciplines, levels, and with diverse groups.
Knowledge of contemporary leadership and management methods to ensure employee success and achievement, and demonstration of related and applicable skills as evidenced by the ability to effectively direct, assess and evaluate performance of direct reports.
Ability to effectively design, define, describe and document job functions, responsibilities, tasks, and required qualifications associated with supervised positions, and the demonstrated skills in assessing candidates’ experience, knowledge, skills and abilities when hiring for vacant positions, ensuring the best choice of candidate.
Ability to provide employee development, training and opportunities for direct reports to demonstrate performance achievement and success; recognizing performance of both above standards and needs improvement and respond accordingly.
Skilled at communicating feedback verbally, in writing and electronically; and documenting performance via introductory and annual performance appraisals.
Skilled in developing and determining corrective employment/performance/behavioral strategies, as needed.
Demonstrated ability to design and execute performance improvement plans, conducting disciplinary action and/or determining the appropriateness of employment continuation.

Preferred Qualifications

Bachelor’s degree in purchasing, business administration or other fields related to position responsibilities.
Two years of supervisory experience.
Warehouse and forklift experience.
Within six months of hire, must receive certification/license to operate forklift.
Experience working in higher education environment.

EXPECTED HIRING RANGE: $68,640/yr-$74,000/yr

If you are offered this position at Occidental College, your final base salary compensation will be determined based on factors such as skills, education, experience, and/or geographic location. In addition to those factors, Occidental complies with applicable pay equity laws and considers internal equity among current employees when developing the final offer. Please keep in mind that the range mentioned above is the base salary range for the role. Hiring at the maximum of the range would not be typical in order to allow for future and continued salary growth. We also offer a generous compensation and benefits package.

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Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

This is what this question poses: When do you focus and start working seriously? What are the hours you work optimally? Are you a night owl? A morning bird? Remote teams can be made up of people working on different shifts and around the world, so you won't necessarily be stuck in the 9-5 schedule if it's not for you...

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

When you're working on a remote team, there's no way to chat in the hallway between meetings or catch up on the latest project during an office carpool. Therefore, virtual communication will be absolutely essential to get your work done...

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

Many people want to work remotely because of the flexibility it allows. You can work anywhere and at any time of the day...

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

With this question, companies are looking to see what equipment they may need to provide you with and to verify how aware you are of what remote working could mean for you physically and logistically...

5. HOW DO YOU PROCESS INFORMATION?

Several years ago, I was working in a team to plan a big event. My supervisor made us all work as a team before the big day. One of our activities has been to find out how each of us processes information...

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

Or you may receive even more specific questions, such as: What's on your calendar? Do you plan blocks of time to do certain types of work? Do you have an open calendar that everyone can see?...

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

Just like your schedule, how you track files and other information is very important. After all, everything is digital!...

8. HOW TO PRIORITIZE WORK?

The day I watched Marie Forleo's film separating the important from the urgent, my life changed. Not all remote jobs start fast, but most of them are...

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

Just as communication is essential when working remotely, so is organization. Because you won't have those opportunities in the elevator or a casual conversation in the lunchroom, you should take advantage of the little time you have in a video or phone conference...

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

This is a great question because it shows your comfort level with technology, which is very important for a remote worker because you will be working with technology over time...

DISCLAIMER

Common Interview Questions And Answers

1. HOW DO YOU PLAN YOUR DAY?

2. HOW DO YOU USE THE DIFFERENT COMMUNICATION TOOLS IN DIFFERENT SITUATIONS?

3. WHAT IS "WORKING REMOTE" REALLY FOR YOU?

4. WHAT DO YOU NEED IN YOUR PHYSICAL WORKSPACE TO SUCCEED IN YOUR WORK?

5. HOW DO YOU PROCESS INFORMATION?

6. HOW DO YOU MANAGE THE CALENDAR AND THE PROGRAM? WHICH APPLICATIONS / SYSTEM DO YOU USE?

7. HOW DO YOU ORGANIZE FILES, LINKS, AND TABS ON YOUR COMPUTER?

8. HOW TO PRIORITIZE WORK?

9. HOW DO YOU PREPARE FOR A MEETING AND PREPARE A MEETING? WHAT DO YOU SEE HAPPENING DURING THE MEETING?

10. HOW DO YOU USE TECHNOLOGY ON A DAILY BASIS, IN YOUR WORK AND FOR YOUR PLEASURE?

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