Position Summary: The Purchasing Manager is responsible for cost/price analysis to determine high-quality supplies and goods to support all Maine Veterans’ Homes locations.  Works with department heads and Home Administrators to purchase necessary items.  Negotiates prices and terms with vendors. Maintains comprehensive records of all inventories, contracts, purchase orders and requisitions utilizing integrated procurement systems. Provides training and support to ensure consistency of vendor and contractors across all homes whenever possible. Supports homes to ensure capital purchasing guidelines are adhered to.  Coordinates service providers at the Central Office to ensure cleanliness, timely coordination of all maintenance and security needs.  

Job Related Responsibilities and Duties:

Orders supplies and capital purchases not initiated at the facilities and assists facilities in their purchasing efforts. Works closely with department heads and Administrators to determine specific needs and acts as a resource for sourcing supplies and vendors. Works with facilities to maintain proper inventory levels for various supplies. Develops RFQ’s (request for quotation), solicits quotes, analyzes cost and terms, performs cost/price analysis, selects suppliers, negotiates prices, terms and conditions, establishes and monitors supplier schedules and tracks performance. Receives and reviews contract bid proposals and requisitions for accuracy, taking into consideration demand, cost, quality, market conditions and availability. Primary contact for vendors to ensure proper coordination and contract execution. Reviews quality, delivery and price performance with suppliers on a regular basis evaluating on time delivery, level of quality, service and ensure contract terms are being met. Qualifies new suppliers and performs audits of existing suppliers to ensure satisfactory performance is maintained. Ensures contract prices are followed.  Investigates and corrects any discrepancies between receiving, accounting, inventory and purchasing. Contacts suppliers to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and any other problems ensuring orders are being filled and goods meet contractual specifications. Maintains effective communication, good relations and a positive professional image that promotes the values and mission of MVH with suppliers, vendors and co-workers. Demonstrated by courtesy, objectivity and fairness operating within MVH standards and policies. Oversees purchase orders and MVH purchasing and other contracts as assigned. Works with vendors to obtain product and service information. Attends meetings prepared to discuss inventory and buying activities as well as recommend solutions whenever possible. Maintains purchasing systems and tracking across all relevant systems including relevant accounting management systems, and supports corporate controls and enables strategic purchasing initiatives.  Assumes other duties as assigned by Director of Facilities. Maintains VA grant documents as required and assists Senior and Executive team with grant submissions and documentation requirements. Provides ongoing training for all buyers across all homes regarding procurement systems.

 Essential Skills and Knowledge of the Job:

Must have thorough knowledge of all aspects of purchasing systems. Must have experience working with purchasing software systems and their operations and capabilities. Must have experience negotiating, in a purchasing capacity with vendors and suppliers.  Accounts payable and budgeting experience preferred. Ability to work with various facility and Central Office department leadership and any other staff to provide support of supply and service operations. Judgement and decision-making skills. Strong written and verbal communication skills. Strong computer and Microsoft Office skills.

Maine Veterans’ Homes provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.