The Procurement Department is hiring a Procurement Operations Analyst who will be responsible for managing the supplier legal name change process and consents to assignment of contracts and purchase orders; external solicitations for the Professional Technical and Advisory Services and Construction Divisions from creation of suppliers, issuance of solicitation documents, to the custodial receipt, opening and distribution of responses
Other key responsibilities include Bid Custodian for Professional Technical and Advisory Services and Construction bid/RFP solicitations, addressing or directing supplier inquiries, processing purchase orders and fax bids and providing buyer reports. This role is also backup Bid Custodian for the opening of Commodities and Services bid/RFP solicitations.
Specific responsibilities can include:
- Interface and liaise with suppliers, contractors and consultants, the Law Department, the Comptroller's Department and client departments to obtain appropriate information and ensure appropriate actions are taken.
- Receive, analyze, process name change and consent to assignment requests from suppliers, buyers and other departments.
- Maintain records of and document the name change/consent process. Provide timely updates to Procurement staff, Law, Comptrollers, related client departments and suppliers as needed. Ensure SAP is updated with appropriate information.
- Partner with buyers, managers and Accounts Payable to Address and resolve issues throughout the process in a collegial manner and respond to supplier inquiries about set up or changes.
- Serve as RFP/Bid Custodian for Professional Services and Construction solicitations by receiving and securing solicitations and following best practices and compliance guidelines, as well as a backup custodian for all solicitations.
- Ensure RFP submittals are distributed to the review committee in a timely fashion by requesting support from Operations Services. Follow Procurement Guidelines, procurement best practices, adhere to strict audit compliance practices and meet deadlines while Bid/RFP Custodian.
- Maintain information in SAP, the department's enterprise resource system, for supplier set up/changes, receipt of solicitations, and preliminary bid results. Generate appropriate reports and listings from SAP as needed.
- Participate in the development of multiple phases of the Supplier Relationship Management System, leading to electronic procurement.
- Handle purchase order processing and fax bids as requested. Generate monthly savings reports and monthly buyer award reports.
Candidates must present the following qualifications to be considered eligible for this position:
- Bachelor’s Degree in Business Administration and one year of Procurement Support or Paralegal experience; in lieu of a Bachelor’s Degree, five years of progressively responsible Procurement Support or Paralegal experience will satisfy this requirement
Ideal candidates will present the following profile:
- Demonstrated ability to organize a demanding and varied workload, handle and deliver multiple tasks simultaneously within a tight timeframe, interacting with multiple stakeholders.
- Strong customer service skills and political acumen
- Must possess strong skills in decision-making, problem solving, verbal & written communication
- Demonstrated ability to work independently, set deadlines, maintain documentation and keep leadership and stakeholders informed.
- Proficiency with Microsoft Office Suite programs, including Excel, Word, PowerPoint and Access, as well as Adobe Acrobat
- Interpersonal skills, demonstrated ability to establish and maintain effective collegial working relationships
- Possess shared professional values of integrity, flexibility and professional/ethical behavior
- Familiarity with SAP and Crystal Reports, Live Link.
- Notary, or willingness to become a Notary.
- Familiarity with legal entity documents, contract creation, amendment and assignment. Business formation documentation.
- Familiarity with Procurement policies and procedures
Compensation & Benefits
The Port Authority of New York and New Jersey offers a competitive salary, an outstanding benefits package and a professional environment that supports development and recognizes achievement.
How To Apply
Interested candidates should apply to this job by clicking on the Apply Now button and submitting a combined cover letter and resume.
Only applicants under consideration will be contacted.
About The Port Authority
Founded in 1921, the Port Authority of New York and New Jersey builds, operates, and maintains many of the most important transportation and trade infrastructure assets in the country. The agency's network of aviation, ground, rail, and seaport facilities is among the busiest in the country, supports more than 550,000 regional jobs, and generates more than $23 billion in annual wages and $80 billion in annual economic activity. The Port Authority also owns and manages the 16-acre World Trade Center site, where the 1,776-foot-tall One World Trade Center is now the tallest skyscraper in the Western Hemisphere.
EQUAL OPPORTUNITY EMPLOYER
The Port Authority of New York & New Jersey/Port Authority Trans-Hudson (PATH) is an Equal Opportunity Employer.