Purchasing Agent - Rose Bowl Operating Company - Closing date 24 Jul 2021
Pasadena, CA, USA
Essential Duties and Responsibilities:
Purchase Orders / Notice To Proceed (NTP) Processing:
Note: Position will enter purchases into Sage-100 or Beanworks depending on vendor agreements.
POs are issued by the Purchasing Agent to for vendors if vendors do not have a standing contract.
PO are entered into Sage and follow the same line breakout as requisitions.
Notice to Proceed are sent to contracted vendors and copied to the Purchasing Agent.
Purchasing Agent posts the NTP into the purchasing system (Beanworks).
Purchasing administration & compliance:
Purchasing review, track, and obtain proper approval for purchases before PO issuance to vendors.
Vendor onboarding, reviews, reporting and validation; Capture and track pertinent information on vendor forms.
Review manager requisitions for accuracy, budget, variances to validate purchase support.
Clear understanding and administration of purchasing guidelines to assure compliance.
Backup support for the Accounts Payable review and entry support.
Support dept level purchasing tracking and assure tracking system is updated for actuals.
Initiate Purchase Order Contract (POC) and request for insurance for all vendors providing services on or off-site.
Track, reconcile and assure accurate posting of purchasing card transactions into General Ledger.
Assure 1099 and other procurement reporting is carried out timely and accurately.
Prepare monthly cash requirement report.
Track and Report on purchasing contracts key performance indicators (contract renewal dates, rate changes, reason for change etc.)
Support reporting on attendance, per cap and other spend metrics.
Note: Clear documentation and diligent follow up is necessary to assure vendors on campus have current insurance before a Purchase order is sent and on-site presence occurs.
Receipt of insurance - review all received insurance and verify it is in accordance with RBOC Insurance Guidelines
Work with Chief Compliance Officer on any exceptions to insurance requirements or endorsements; this must be approved by City Risk. Manager prior to acceptance
Upload completed insurance from to vendor file the Purchasing tracking system (Beanworks).
Fill out a “green sheet” for every completed insurance certificates received (file).
File original Certificate of Insurance (COI) in approved COI binder, update and maintain COI.
Ability to multi-task
Flexibility/adapt to change
Work under stressful conditions
Education and experience:
High school equivalent, college degree preferred.
One-two years of purchasing, accounts payable and administrative office experience.
Licenses and Certifications:
Material and equipment used:
MAS 90 / Sage 100
Sage AP Automation/Beanworks
The Rose Bowl is an equal opportunity employer. All aspects of employment including the decision to hire, promote, discipline, or discharge, will be based on merit, competence, performance, and business needs. We do not discriminate on the basis of race, color, religion, marital status, age, national origin, ancestry, physical or mental disability, medical condition, pregnancy, genetic information, gender, sexual orientation, gender identity or expression, veteran status, or any other status protected under federal, state, or local law.