We Are Committed to an Inclusive Workplace At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others. We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status.  How You Will Contribute The Purchase Coordinator plays a key role in supporting the Philadelphia Museum of Art operations by managing the procurement process for goods and services. Reporting to the Sr. Advisor to the CFO this position ensures that the organization acquires necessary materials and services cost-effectively and efficiently, in alignment with the organization’s mission, budget, and policies. The Purchase Coordinator will work closely with various departments to understand their needs, source appropriate vendors, manage purchase orders, ensure compliance with policy and track inventory levels. The ideal candidate will have strong organizational skills, attention to detail, and a commitment to maximizing the nonprofit’s resources. Specifically, you will:   + Procurement and Purchasing : + Process purchase requisitions and ensure timely and accurate procurement of goods and services. + Identify and evaluate potential suppliers, negotiate pricing, and secure favorable terms for nonprofit purchases. + Manage and maintain accurate records of all purchasing activities and transactions. + Collaborate with department heads to understand their needs and ensure timely fulfillment of supply requirements.   + Vendor and Supplier Management : + Establish and maintain positive relationships with vendors and suppliers. + Ensure that vendors meet contractual obligations and quality standards. + Monitor supplier performance and address any issues or discrepancies with orders, delivery, or invoicing.   + Inventory and Stock Management : + Track and monitor inventory levels, ensuring that supplies are available when needed without excess stock. + Coordinate the distribution of materials and supplies to relevant departments and programs. + Conduct regular inventory audits to ensure accurate records and compliance with organizational policies.   + Budget and Cost Management : + Work with the finance team to ensure purchases stay within budget constraints and meet organizational financial goals. + Help identify cost-saving opportunities and make recommendations for process improvements. + Maintain up-to-date records of procurement budgets and expenses. + Ensure purchase orders are closed out each fiscal year.      + Compliance and Documentation : + Ensure all purchasing activities adhere to nonprofit policies and applicable local, state, and federal regulations. + Prepare and submit necessary reports regarding procurement activities to management. + Maintain proper documentation of contracts, agreements, and purchase orders for auditing purposes.     + Cross-Department Collaboration : + Communicate effectively with other departments to ensure purchasing activities align with program and project needs. + Assist in identifying and solving challenges related to supply chain disruptions or unexpected shortages. Your background and experience include:   + + Bachelor's degree in business administration, supply chain management, or related field preferred. Equivalent experience will also be considered. + Minimum of 2-3 years of experience in procurement, purchasing, or supply chain management, preferably in a nonprofit or similar organization. + Strong organizational and time-management skills. + Detail-oriented with excellent data entry and documentation skills. + Effective communication and interpersonal skills to work with vendors, staff, and stakeholders. + Knowledge of procurement best practices and vendor negotiation strategies. + Ability to manage multiple priorities in a fast-paced environment. + Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Concur and purchasing software and ERP systems. Position and Compensation Details   + The salary for this position is $45,000. + This position is Full-Time, Exempt, and 35 hours per week. + This position is part of the AFSCME Local 397 bargaining unit. + This position reports to the CFO and the Senior Advisor to the CFO. + Physical requirements: + Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus + Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job. Institutional Requirements   + Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum and protects and enhances its reputation and standing within the community of museums. + Adheres to the museum’s code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest. + Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum’s staff, volunteers, and audiences. + Maintains confidentiality. + Adheres to all museum protocols, procedures, rules, and policies. Application Timeline Applications will be reviewed on a rolling basis.  We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected. What We Offer Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:   + Free general admission to the museum for you and your immediate family + Discounted guest tickets for admission + Discounts on gift memberships + Special staff tours and presentations from our curatorial and conservation teams + Discounts at the museum restaurant, museum cafés, and museum retail and online stores We offer a comprehensive benefits package for employees including:   + Medical, dental, and vision benefits + Fully paid short-term disability insurance, long-term disability insurance, and life insurance + Health savings or flexible spending account program + Retirement savings program with museum match + Paid vacation, personal days, sick days, and holidays *Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.   Powered by JazzHR