Inventory and Purchasing Assistant

5 days ago

London, Canada Western University Full time

**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

**About Us**:

- The Department of Western Technology Services (WTS) is a central source committed to providing high-quality, cost-effective technology solutions and services to the campus community in support of the teaching and research missions of the University. WTS works collaboratively with other IT groups within Western’s faculties and support units to leverage central supported technology solutions and services where appropriate
- Western Technology Services is responsible for managing a large, diverse hardware and software environment on behalf of Western University. The Business Services team ensures smooth workflow and operational needs and objectives are coordinated in a timely manner.

**Responsibilities**:
**Purpose of the Position**:
The Inventory and Purchasing Assistant is responsible for all purchasing, stocking, inventory control, sales and recovery for materials purchased to support the WTS Infrastructure/Telecommunications and Hardware repair installation and maintenance activities. The role is responsible for purchases, shipping and return logistics and warranty management for all computing equipment purchased for WTS internal use and provides related reporting as required.

**Key Responsibilities**:

- Purchases products for the service units of WTS, specifically the MAC Group, Telecommunications, Client Support and the Networking teams, including research and negotiation of best pricing from various vendors and coordinating delivery dates
- Purchases computing/technical hardware for use by WTS in unit operations
- Controls inventory, including maintenance of product levels of items used in day-to-day activities, coordinating the purchase of “just in time” items for major projects and reconciling inventory accounts (twice yearly)
- Ships and receives all equipment and inventory shipments, including inspection and verification of shipment details
- Handles vendor warranties including verification of defective parts shipped and received, verification of debit and credit invoices, maintaining statistical information on all vendor warranties and extended service agreements
- Performs accounting functions including accounts payable and receivable processing, authorizing payment of vendor invoices, raising and reviewing purchase orders and service orders for the WTS inventory as well as MAC Group, Client Support, Telecommunications and Networking teams and accurate monthly accounting of Cost of Goods Sold to Western Finance department

**_
Scope of responsibility:_**
- Prioritizes own workload and assumes daily responsibility for facilitating procurement functions, in accordance with departmental priorities; Many of the transactions processed are for fulfillment of equipment orders for which delivery times and accurate specifications can have a campus wide impact
- Works independently exercising initiative and judgment when making decisions
- Reconciling financial accounts and credit card statements by reviewing and analyzing transactions
- Coordinating procurement tasks with colleagues during peak times to ensure all tasks are completed within established timeframes
- Provides guidance to others on an ongoing basis related to procurement, communicating processes in accordance with policies
- Ensures accuracy and maintains records and information related to procurement within a database (e.g. maintenance of inventory database and all transactions involved)
- Prioritizes responses to phone and in-person inquiries, and resolves issues in accordance with pre-established procedures
- Interprets policies and procedures to identify an appropriate solution (e.g. MAPP Policy 2.8 Procurement of Materials and Services)
- Reviewing and approving purchase orders and related documentation, ensuring compliance with policies and procedures
- Creating a new vendor profile when a requisition is submitted for a vendor that is not within the database
- Ensuring end users are making appropriate purchases using the most effective method of procurement available (i.e. researching the availability of alternate parts for use by WTS technicians, including confirmation of the use of the part, specifications, knowledge of appropriate vendors and cost considerations)
- Tracking and completing all applicable service orders, coordinating the return of unused materials for counting, organizing assistance in counting offsite material, coordinating the count process and reconciling an

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