Job Description

Come join TOTE Services LLC!

Purpose of Job:

This position executes activities involved with purchasing and delivery of goods and services such as equipment, tools, parts, consumables, and ship repair service, communicates with Port Engineers and Vessel Officers, coordinates with Vendors, and compiles information and records to prepare purchase orders for procurement of material and services in conformance with company policies and procedures. Knowledge of purchasing and acquisition procedures including federal acquisition regulations (FAR/DFAR) and GSA Federal Supply Service Procurement procedures. Prior maritime experience preferred.

Main Duties and Responsibilities:

• Promote the TOTE Services safety culture and adhere to all safety guidelines. Make safety a priority in everything we do and seek opportunities for continuous improvement.

Purchasing

• Requisition
• Reviews requisitions submitted by internal customers. Solicits vendors to obtain product or service information such as price, availability, and delivery schedule.
• Issues requests for quotations as required.
• Verifies nomenclature and specifications and prepares request for quotation.
• Evaluation
• Reviews quotes and bid proposals and negotiates purchases that meet the specifications required by the Company, within budgetary limitations, compliance with Terms and Conditions, and scope of authority.
• Selects vendors for purchase award based on best value with confirmation from assigned Port Engineer.
• Compare prices, specifications, and delivery dates and places orders with suppliers.
• Award
• Complies with all purchasing requirements of Contract.
• Responsible for obtaining and recording order confirmations.

Logistics

• Reviews and tracks partial deliveries. Confers with suppliers concerning late deliveries.
• Discusses defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine source of discrepancy and take corrective action. Any corrective action taken shall be documented in the purchasing directory for future reference to all buyers

Support

• Completes annual vendor evaluations
• Check status of overdue invoices
• Modifies POs as requested
• Meet with vendors to discuss their material portfolios
• May be required to vet new vendors.
• Searches for new small business concerns for any/all supplies and services such as vendors that are considered; Small Disadvantaged Businesses (SDB), Women Owned Small Business (WOSB), Veteran Owned Small Business (VOSB), Disabled Veteran Small Business (VOSDB) and HubZone businesses in order to expand our vendor database.
• Other duties as assigned

Authority Selections:

Limited supervision. Work is performed to a large extent on own responsibility after assignment, with some choice of method. Occasionally develops own method

Judgment Decisions:

Mistakes and errors in judgment are moderate in nature and moderately expensive to correct, usually limited to one department or phase of work.

Disclosure of Information Selections:

This position involves regular work with some information of major importance, which if disclosed may be detrimental to the company's interests.

Financial Responsibility Selections:

Authority to commit funds for the organization.

Skills:

Minimum Qualifications:

Language Skills:

• Read, analyze, and interpret business periodicals, professional journals, and technical procedures.
• Write reports, business correspondence, and procedure manuals
• Present information and respond to questions from managers, employees, and customers

Mathematical Skills:

• Calculate figures such as discounts, interest, commissions, proportions, and percentages
• Apply mathematical concepts such as fractions, percentages, ratios, and proportions to real-world situations

Reasoning Ability:

• Solve practical problems with limited standardization
• Interpret and apply instructions from written, oral, diagram, or schedule formats

Other Skills and Abilities:

• Proficient in various software programs
• Knowledge of purchasing and acquisition procedures, including FAR and GSA procurement processes
• Prior maritime experience preferred

Education:

• Bachelor’s degree in supply chain management or a related field: and two to three years related procurement experience and/or training; or equivalent combination of education/certification and experience.

Certificates, Licenses, Registrations:

• NPMA certification as CPPS, CPPA, or CPPM is highly desired.

Physical Requirements of the Position:

Light work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.

Visual Requirements of the Position:

Visual requirement equal to that for clerical administrative whose work deals largely with preparing and analyzing data and figures, accounting, transcription, computer terminal, extensive reading, etc.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to handle files and/or operate office equipment, and talk to employees, employment agencies, contractors and building personnel, etc., or hear in person and via telephone. The employee frequently is required to sit and reach with hands and arms. The employee is occasionally required to stand, walk, and travel.

Annual travel to assigned vessels is required.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

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