Sr. National Purchasing Agent

Description:

The National Senior Purchasing Administrator (NSPA) is responsible for the set-up, input, and administrative handling of construction contracts for projects constructed. The NSPA is responsible for system data accuracy. In addition to the administrative duties, the NSPA is also responsible for being the team Lead, mentoring team members, monitoring and following up on tasks and workloads, supporting team members with their needs and ensuring our daily processes are compliant to Internal Audit and meeting all Shea standards.

Summary of Position Requirements:

Contract Management - Utilizing SmartSheet, JD Edwards (E1), CMS, and DocuSign

• Prepare and issue Trade Partner contracts and all addendums (Schedule C, Schedule E, Scopes of Work, etc.).

• Enter and maintain contract data in E1 for base house contracts, option contracts and change orders.

• Set up and maintain trades, communities, contracts and takeoffs in our Community Management System (CMS).

• Generate applicable contract data onto lots, including any cost, option, and trade changes.

• Generate Legal contract documents and all attachments.

• Track sending and receipt of contracts via Smartsheet and electronic archiving (storage) of contracts via SharePoint.

Data Maintenance - Utilizing BuildPro (Hyphen), JD Edwards (E1), Salesforce and PowerBI

• Analyze, research and resolve contract/invoice discrepancies, utilizing internal relationships (Accounting, Operations, etc.).
• Run weekly Maintenance Reports to ensure data accuracy which includes but is not limited to:

o Duplicate Commitment report

o Overlapping BC report

o Options Selected not Posted

o Options Deselected but Paid

o Monthly Cost Comparison report

o Declined DocuSign report

o NPO Wide 3-Day Unapproved report

Other Duties and responsibilities:

• Generate all Project 'Lot Starts' per Best Practices and department procedures.
• Set up and maintain Trade Partner accounts in our external trade portal, Shea Trades.
• Point of contact for Auto-Voucher questions or issues from trades.
• Responsible for Trades onboarding, including insurance enrollment packages and all Legal agreements.
• Create and maintain all Project and Trade contact files in CMS.
• Assist with team or individual projects as assigned, including Process Improvement Teams, Trade Category Teams, and Mentor Programs.
• Enter and maintain credits/discounts received from trades and manufacturers for model product.
• Monitor Smartsheet, the 3-day Unapproved report and follow up on tasks to assure timely completion.
• Utilize SheaU to maintain and improve skills.
• Complete monthly audits of the NDC
• Monitor Pending Tasks of team members and support in ensuring tasks are processed in a timely manner.
• Test system enhancements on changes in E1, Smartsheet, Sharepoint, etc.
• Other duties and tasks as may be assigned by manager.

Administrative

1. Check all work products for accuracy.

2. Achieve full utilization and use of business applications supporting the purchasing process (i.e., CMS, E1/JDE, SheaTrades, Smartsheet, BuildPro, Salesforce, PowerBI, SharePoint and DocuSign).

Trade Relations

1. Assist in resolving discrepancies involving contracts and payments.

2. Maintain professional, win-win working relationships with Trade Partners through honest and open exchange of information and ideas.

Leadership

1. Although this position does not have any direct reports, the NSPA will be the point person for all National Purchasing Administrator questions.

2. NSPA will mentor, develop and motivate all Administrators and new hires within the National Data Center (NDC).

3. Monitor adherence to purchasing practices, procedures and standards in keeping with Shea Homes policies and values

4. In the event the NDC Manager is out of the office, the NSPA will step in to attend meetings, submit reports, and lead the team.

Professional Performance Standards

1. Achieve objectives and goals as outlined by Purchasing Management.

2. Complete personal goal objectives.

3. Complete work associated with all position requirements listed above on time and within quality requirements.

Knowledge / Experience

1. Experience with contract administration applications preferred.

2. Previous experience in a continuous improvement environment a plus.

3. Systems proficiency required. Including Microsoft Office Suite: Word, Excel, PowerPoint, Outlook.

4. Experience in the homebuilding or construction industry is a plus.

5. Bachelor's Degree or equivalent experience.

Skills/Abilities

1. Must have a passionate drive to learn and improve. Self-motivated.

2. Professional demeanor: projects positive and professional image

3. Productivity: excellent attendance, excellent work quantity and quality, positive contributor; ability to work successfully in a team environment, strong people skills, works well with others at all levels

4. Innovation: seeks new opportunities and growth challenges, contributes ideas, helps resolve problems, and develops new procedures and methods

5. Honesty: truthful and trustworthy, does what needs to be done and what is right; is fair and objective, has uncompromising personal integrity and treats others in a mature, responsible manner

6. Loyalty: has commitment toward the goals and values of the organization, respects its efforts, defends its good name, gives the job the best effort and sincerity

7. Initiative: ability to think, work and make independent decisions based on sound judgment

8. Excellent written and verbal communications skills

9. Must possess a strong internal/external customer service orientation/commitment

10. Excellent time management, organization and follow-up skills

11. Ability to manage competing priorities and assignments

12. Must be comfortable working in a fast-paced environment where continuous improvement is expected

13. Must be able to consistently achieve high work standards

14. Demonstrates flexibility and adaptability to rapid change

15. Teamwork: Creates good will within this department and interdepartmentally. Treats everyone with respect.

16. Ability to understand construction terminology

17. Ability to comprehend construction processes and sequence of work

Physical Demand/Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is regularly required to talk and hear. The associate frequently is required to walk and sit,and occasionally is required to stand. The associate must occasionally lift and/or move up to approximately 25 pounds. The noise level in the work environment is usually quiet to moderate.