Purchasing Agent

Primary Function:

• Performs a variety of administrative functions relating to the purchase of materials/ services and assists in negotiating non-complex contractual arrangements between Wills Eye Hospital and affiliated vendors.

Essential Duties and Responsibilities:

1. Prepares and processes all required documentation pertaining to the purchase of Hospital materials and services using E-Requester platform other computer-based systems.
2. Reviews and creates purchase orders in a timely manner (within 2 business days upon initial request) and accurately enters into E-Requestor platform.
3. Monitors purchase orders in E-Requestor platform and if applicable, accrues expense(s) within the current accounting period.
4. Interfaces with vendors and service affiliates to obtain missing invoices and submits to staff/department for processing via E-Requestor platform.
5. Responds to internal order disruption inquiries within 1 business day (2 days for external departments) and works diligently to resolve issues.
6. Ensures orders are placed with correct vendor/methods of procurement and ensures that terms of payment are documented correctly.
7. Obtains appropriate W-9 documentation from Hospital service affiliates/vendors and matches with corresponding IRS records.
8. Ensures that Hospital policies and best practices are adhered to guarantee the proper purchasing of materials and services.
9. Prepares materials/supplies purchase orders, analyzes quotations and expedites deliveries /shipments.
10. Maintains files/records of current and prospective suppliers pertaining to materials, prices, and delivery dates.
11. Serves as subject matter expert on purchasing policies and procedures and effectively communicates internal standards to Hospital personnel.
12. Assists with 1099 reporting.
13. Upholds the confidentiality of proprietary information and takes all necessary precautions to prevent unauthorized disclosure of sensitive materials.
14. Formulates and maintains effective working relationships with peers, vendors and management and functions as an effective team member.
15. Performs additional administrative/clerical duties and responsibilities as requested.