October 21, 2021

Operations

Buyer & Operations Coordinator

Responsibilities

We are looking for a Buyer & Operations Coordinator to do work with our Operations team. This hybrid position (remote and in-person) is based out of corporate headquarters in Baltimore, MD. You will report to the Director of Operations and interact with our sales, service, and finance teams by assisting with any needs they may have related to purchasing, inventory, and/or shipping & receiving requests, vendor management, and operations.   APPLICANTS WILL BE EXPECTED TO HAVE A PHYSICAL PRESENCE AT OUR BALTIMORE, MD OFFICE AS DUTIES ARE ASSIGNED.   As a Buyer, you will be responsible for reviewing and processing purchasing requisitions received from clients and turning those requisitions into purchase orders to our respective vendor partners. You will be responsible for creating purchase order tracking systems, alerting appropriate parties when orders have been filled, answering vendor questions and providing them with additional order documentation as needed, and communicating with appropriate internal parties and clients regarding the status of their order. In addition, you will be responsible for coordinating any physical preparation and coordination of goods that are to be delivered to clients, including physical receipt of goods, assisting with the preparation of large items for freight deliveries, as well as coordinating with appropriate suppliers involving scheduling pickups and deliveries, certificates of insurance, and tracking of deliveries.

Duties and responsibilities

  • Purchasing Purchasing (50% of your time)
    • Review and verify client approved orders for accuracy, including hardware and software, vendor costs, billing, and payment terms.
    • Resolve issues with vendor orders as they arise.
    • Assist with the receipt of hardware and software based on vendor orders.
    • Follow company cash flow policies and management.
    • Maintain positive relationships with all vendors the company does business with.
    • Generate and send purchase orders to vendors for products that need to be fulfilled on a deal-by-deal basis (just-in-time ordering).
    • Craft negotiation strategies and close deals with optimal terms. This includes, but is limited to extended payment terms, additional discounting, etc.
    • Assist with the management of all physical inventory with the assistance of the Director of Operations to ensure accuracy and location of all items.
    • Evaluate and manage Distributor Channel selection (CDW, Ingram Micro, Tech Data, etc).
    • Assist with returns with vendors and clients as needed.
    • Work Finance to verify costs and reconcile for items purchased.
    • Proactively coordinate with Sales to be aware of imminent client orders and relay expected fulfillment turnarounds with suppliers.
    • Proactively work with Project Managers to understand client installation timelines and strategize about ordering schedules to optimize cash flow.
    • Maintain ordering systems to monitor all open orders with clients.
    • Track and document status of all client orders and provide regular updates to appropriate internal parties, as well as clients.
    • Deliver a recurring estimated billing date and estimated billing milestone completion report on a weekly basis to management that indicates when a client’s order will be ready to be invoiced.
    • Work with appropriate internal parties and clients to ensure that all deliveries satisfy the assigned client order and report back any back-ordered or missing products.
 
  • Logistics (25% of your time)
    • Manage all aspects of shipping routes and deliveries, specifically with regard to client satisfaction.
    • Arrange transport of goods and track orders to ensure timely delivery.
    • Inspect deliveries for shipping errors, improper handling, or quality issues.
    • Assist with the physical receipt of goods at the headquarters, including freight and parcel shipments.
    • Assist with the preparation of goods for delivery, including freight and parcel, including packaging, documentation, and labeling.
    • Coordinate with shipping carriers for proper pickup and delivery of client orders
    • Verify with clients and appropriate internal parties of delivery instructions for client orders, including but not limited to special instructions, reference numbers, and delivery restrictions.
    • Develop positive relationships with freight and external logistics companies.
    • Investigate and recommend optimal shipping options and coordinate with vendors.
    • Coordinate and communicate with external parties to ensure the acquisition and delivery of shipments.
    • Order and stock shipping materials.
    • Document and communicate tracking information for client orders.
    • Maintain logs and records of stock and executed orders.
    • Arrange same-day deliveries whenever possible.
    • Continually reviews freight costs, transportation rates, and/or the prices of raw materials to keep costs down where possible. Prepares monthly reports for review.
    • Help prep orders for invoicing such as data entry, formatting, tax codes, and partial billings.
 
  • Operations (25% of your time)
    • Arranging and assisting with the onboarding of new employees.
    • Manage internal inventory through tracking, tagging, and availability, with the assistance of internal IT.
    • Assist with data entry, data cleaning, accountability, and reporting within internal systems.
    • Work with departments to assist with their operational needs such as documentation, system management, coordination, and outreach.
    • Assist other departments with operational questions.
    • Enter, maintain, and proactively monitor contracts and client assets as far as expiration dates, serial numbers, and documentation.
    • Help the troubleshooting internal system issues as they arise.
    • Maintain operational documentation, including policies, instruction manuals, and how-tos.
    • Monitor and order supplies for the office as needed, such as water, cleaning supplies, shipping materials, etc.
    • Coordinate with external vendors performing building maintenance, such as trash & recycling, cleaning, and HVAC, and landscaping.
    • Work with departments to ensure that physical office space is kept organized and cleaned.
    • Assist departments with vendor management as needed
    • Other duties as assigned

Benefits

Our compensation package includes:

  • Base salary
  • Earned Leave Time
  • Simple IRA Plan with Employer Matching
  • Employer-sponsored social events
  • Training & Certifications
  • Contributions toward benefits including:
    • Employee Health Insurance;
    • Dental Insurance;
    • Continuing Education;
    • Long-term Disability Insurance
CHESA provides a competitive salary range and a full range of benefits. We are a proud equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, national origin, age, sex, religion, disability, sexual orientation, marital status, military or veteran status, gender identity or expression, or any other basis protected by local, state, or federal law.  

Qualifications & Skills

  • 2+ years or more of experience in procurement or equivalent education.
  • Must be familiar with technology products, storage solutions, data centers, and SaaS.
  • Experience working for a solutions provider is preferred. Need excellent negotiation skills.
  • Experience working with B2B sales teams, pre and post-sales is preferred.
  • Experience with Salesforce or other CRM or ERP systems is preferred.
  • Experience with accounting software (i.e. Accounting Seed, Quickbooks) is preferred.
  • Must be able to help lift up to 100 pounds.
  • Reliable transportation to drop off shipments to local carriers when needed (i.e. UPS, FedEx) as needed.
 

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