Quotation Clerk Jobs (NOW HIRING)

Dimensions of Job:

• Responsible to ensure compliance with Maintenance control plans and Sourcing policies and procedures
• Executes releases or purchases for and manages the transactions for those materials and services specific to the plant.
• Manages the storeroom transactions related to items purchased by the plants, covered by corporate contracts, negotiated by Sourcing or the Purchasing Manager.
• Do root cause analysis on inventory errors, vendor late deliveries, and vendor quality deliveries; able to resolve/evaluate issues through data.  Elevate late deliveries that will affect maintenance/production operations.
• To incorporate timely KPI’s through BI tools with Tabware and oracle for all KaMin’s stockroom.
• Being proactive vs. reactive to prevent issues from cascading to next level; understanding the component and how it functions in the manufacturing process.
• Participate with plant departments facilitating the procurement of plant stock goods for the storeroom by receiving multiple quotations negotiating the best price of adhering to sourcing’s contracted pricing and Sourcing Department’s Purchasing Policies.
• Understanding/communicating the storeroom inventory values, trends, and variations that affect the P&L

Principal Duties and Responsibilities:

• Understands maintenance management system and the processes used by maintenance personnel to plan and prepare parts and equipment for work orders and repairs
• Able to analysis/recommend necessary changes to tabware on inventory control data as required for parts.
• To review data management in tabware quarterly for adjustments or corrections as needed.
• Developed/Maintain vendor based of approved vendors; note any changes in business environment and make necessary adjustments/changes as needed.
• If a new vendor is required, understand the MOC process and completing the process to ensure vendor is provided quality good or service.
• Continue to negotiate price decreases for services or goods; able to maintain/communicate progress of changes.
• Determine if inventory quantities are sufficient for needs, ordering more materials when necessary and check inventory records to determine availability of requested merchandise.
• Access the maintenance management system daily to ensure pending requests are approved to move to enterprise resource planning system.
• Review requisition orders in enterprise resource planning system in order to verify accuracy, terminology, and specifications and work with internal customers to ensure requests are fulfilled.
• Initiate quotation process and compare prices, specifications, and delivery dates in order to determine the best value among potential suppliers.
• Understands and abides by KaMin’s purchasing policies and guidelines
• Perform buying duties, when necessary, following purchasing policies and procedures as well as preparing, maintaining, and reviewing purchasing files, reports and price lists.
• Verify customer requests and order information for correctness, checking it against previously obtained information as necessary. Prepare purchase orders and send copies to suppliers in order to prepare and ship orders to designated locations.
• Contact suppliers in order to schedule or expedite deliveries and to resolve shortages, missed or late deliveries, and other problems.
• Inform internal customers by mail or telephone of order information, such as Purchase Order Number, unit prices, shipping dates, and any anticipated delays.
• Track the status of requisitions, contracts, and orders and respond to customer or supplier inquiries about order status, changes, or cancellations.
• Run the invoice on hold report and work with Accounts Payable to rectify any open issues with invoices.
• Work with Accounting to clear the RBNI – Received But Not Invoiced Report and other accounting issues that may arise prior to month end close. 
• Run the open PO report quarterly to keep open POs to a minimum by closing POs per policy
• Expectation is for this position to assume responsibilities for storeroom manager when unavailable.   This includes providing leadership/decision making on issues as they arise, allocating labor, allocating parts, or any other issues that may arise. 
• Key behavior for this position is to be proactive vs. reactive to improving the storeroom maintenance supply chain. 
• Any other requests as noted by management.

Major Challenges:

• Work in a fast paced/short lead-time environment to process required purchases and delivery for materials and contract needs.
• Ensure desired inventory levels are maintained to provide support for storeroom to operate without shutting maintenance department down or causing downtime or backlog for parts.
• Maintain awareness of products or services available and recommend those products or services that will achieve maximum results in profitability or reduce operation costs.
• Back up Order Specialists at other plants during absences.

Decision Making Authority:

• Ensure terms and conditions of purchase orders are in compliance with previously negotiated contracts and agreements
• Ensure RBNI and IBNR are reconciled regularly in conjunction with Accounts Payable
• Recommend action to be taken on suppliers for non-performance and non-conformance
• Recommend vendors and suppliers that meet KaMin’s standards of compliance

Specialized or Technical Knowledge/Skills:

• Knowledge of maintenance management system and enterprise resource planning system
• Minimum three years’ experience with computer systems pertaining to computerized maintenance management systems and computerized purchasing systems
• Understands the procure to pay process including the legal requirements pertaining to purchase orders and contracts; this experience would usually be gained from a minimum of three years of relevant buying experience
• Ability to assist in managing storeroom inventory levels and executing purchase orders
• Proficient in the use of PCs and Office software programs
• Excellent verbal and written communication skills
• 4-year degree in Finance, Business, or related field of study preferred and or a combination of education and relevant work experience related to storeroom environment