Purchasing Associate Jobs in Newark, NJ (NOW HIRING)

P2P – Purchase to Payment Manager

Full time, Exempt

35-hours per week: Mon – Friday 9:00AM – 5:00PM

Work mode: Hybrid position based on College policy and departmental needs

Reports to: the Associate Vice President of Finance

Position summary

The purpose of the P2P Manager position is to own and manage the end-to-end business process that covers everything from initially requesting and?purchasing?goods/services to processing supplier invoices and issuing final vendor payments, and to manage accounts payable full cycle processes to ensure costs control, prevent unauthorized spending, avoid duplicate payments, and?maintain?strong vendor relationships. In addition, this role manages process completion and integration in systems such as RAMP and Sage. Keys to success are accountability and follow-through. Reporting to the Associate Vice President of Finance and Accounting.

Essential duties and responsibilities:

Purchasing and Procurement Management: Leads institutional procurement, vendor relationship management, contracting, and purchasing operations.

• Oversee the procurement lifecycle from requisition through payment and record retention.

• Manage all purchasing activities, including purchase orders, vendor sourcing, bidding, contract administration, and procurement compliance.

• Negotiate pricing and service agreements to maximize value and cost effectiveness.

• Coordinate cooperative purchasing programs and vendor partnerships.

• Manage vendor relationships, evaluations, contracts, and service agreements.

• Maintain contract records and serve as a liaison between vendors and institutional stakeholders.

• Manages transportation contracts and logistics.

Accounts Payable Administration: Directs accounts payable processes, vendor payments, reconciliations, and financial compliance.

• Oversee accounts payable operations, ensuring compliance, accuracy, and timely payment processing.

• Process and manage vendor payments, reimbursements, reconciliations, and account maintenance.

• Review vendor statements, resolve payment discrepancies, and vendor issues.

• Maintain AP records, tax documentation, reporting, and audit support activities.

• Serve as RAMP system administrator and provide user support.

Inventory and Order Tracking: Oversees inventory control, order tracking, and asset accountability.

• Oversee order tracking, central store oversight, and delivery verification processes.

• Coordinate returns, credits, and vendor follow-up for order discrepancies.

• Maintain inventory records to support operational needs.

• Supports risk management, insurance administration, and regulatory compliance activities.

Insurance, Risk Management, and Compliance: Supports risk management, insurance administration, and regulatory compliance activities.

• Support institutional insurance, risk management, and vendor compliance initiatives (certificates of insurance, etc.)

• Maintain insurance documentation and assist with policy renewals and contract reviews.

• Support records retention and compliance programs.

Budget and Financial Duties: Assist with budget planning, financial monitoring, and expenditure analysis.

• Ensure purchasing and payment activities align with institutional budgets and objectives.

• Support reporting, forecasting, and operational planning efforts, as needed.

• Occasionally supporting G/L data entry function.

• Assist with financial closings and reporting.

General Administrative Leadership: Drive operational excellence through collaboration, process improvement, and strategic support.

Support audits, compliance reviews, reporting initiatives, and special projects.

• Develop process improvements that enhance efficiency, service quality, and cost control.

• Collaborate across departments to support procurement, payment, logistics, and operational services.

Required Experience:

• Minimum 3 years of Purchase and Procurement Management, full cycle, including purchase orders administration OR Minimum 3 years of Accounts Payable administration, budget management and expense monitoring, financial reporting and audit support, and invoice processing and reconciliation.

• Vendor and contract management including strategic sourcing, contract negotiation, RFP development and bid evaluation, cost and inventory control, and vendor partnerships.

• Familiarity with ERP and accounting systems, such as Sage and RAMP, and procurement and inventory software. Intermediate Excel.

• Experience with financial and operational analysis, data validation and discrepancy resolution, database and records management.

• Experience with compliance and risk management, and management of COIs

Leadership and professional skills:

• Maintains strict confidentiality, handles sensitive information securely, and exercises high-level judgment and privacy.

• Superior interpersonal and communication skills, verbal and written

• Superior customer service and stakeholder management

• Cross-functional collaboration with different teams

• Experience managing at least one direct report

• Critical thinking and attention to detail

• Cross-functional collaboration

Education requirements:

• Associate degree in Accounting, or in a Finance related field

• Bachelor's degree preferred

Salary and benefits:

$72,000 to $82,000 for well-qualified individuals. Salary is determined based upon experience and education as well as internal equity. The College offers a comprehensive benefits package that includes medical, vision, and dental insurance, long-term disability, generous leave policies, paid holidays, pre-tax flexible spending accounts, tax-deferred retirement savings plan, as well as employee and dependent tuition assistance programs.