Title: Procurement Agent

Employee Status: Regular Full Time

Work From Home Option: Hybrid - 2 Days/Week (40% Remote)

FLSA Status: Non-Exempt

Job Overview:

Reports to the Senior Director of Procurement and works collaboratively with Finance / Legal staff and other departments to develop, prepare and maintain high quality, consistent and accurate RFPs/RFQs/RFIs, Purchase Orders and other procurement documents. Works to secure and obtain the most advantageous pricing and overall best cost from vendors for NYRA. Performs duties assigned by Senior Director of Procurement relative to daily NYRA operations; and participates in individual projects in a confidential manner independent of close supervision.

In addition, the Procurement Agent will be responsible for the maintenance of the Vendor Integrity program and for providing training and support to NYRA staff and stakeholders for all supply chain procure to pay ERP functions

Essential Functions:   

The preceding duties are representative of the assignments performed by this position and are not intended to be exclusive:

• Responsible for the purchase of a volume and variety of materials through assigned tasks in support of all NYRA locations - Saratoga Race Course, Aqueduct Racetrack and Belmont Park.
• Reviews purchasing requisitions and Business Owner’s bid information, checking descriptions and specifications to determine their accuracy and adequacy and consults with the business to adjust possible discrepancies and optimize the success of projects.
• Prepares necessary purchasing documents in accordance with NYRA procurement requirements e.g. (RFI, RFQ, RFP, Letters of Award etc.).
• Analyzes market conditions in relation to past, current, and anticipated purchases.
• Develops lists of prospective bidders with the guidance of the business.
• Pre- Interviews and corresponds with vendors, business representatives and prospective contractors.
• Prepares proposals for bidding on items to be purchased by NYRA.
• Reviews bids and quotations in Bidnet and Ariba to determine the best possible price and the most beneficial overall cost in relation to market conditions (Competitive Bid Analysis).
• Examines the validity and responsibility of bids and makes recommendations to the business derived from all information sources identified from within the solicitation.
• Communicates with project stakeholders and manages external communications as they relate to assigned work.
• Responsible for the vendor integrity program and vendor documentation. Creates all new vendor requests and manages all changes, edits and additions to vendor records.
• Performs vendor background checks and obtains valid Certificates of Insurance in accordance with NYRA Risk Policy.
• Facilitates the receipt of goods samples to determine compliance with specifications or standards. Works with the business to suggest substitutes when required.
• May be required to visit vendor locations to assess capacity and verify capabilities
• Performs vendor background checks in accordance with NYRA policy
• Interacts with SAP and Ariba Systems for requisition access; purchase order input and dispatch; and retrieval of all procurement information.
• Issues purchase orders, change orders, increases and decreases and closes PO in accordance with NYRA procure to pay activity.
• Provides training, support and troubleshooting to all NYRA users of the supply chain ERP.
• Creates monthly reports for the CFO, Controller, Internal Audit, Sr. Director of Procurement as required.
• Other duties assigned by the Senior Director of Procurement
  

Qualifications:

• Education (minimum): An accredited associate's Degree. A Bachelor’s degree is preferred. A combination of education and relevant work experience will be considered.
  
• Experience: A minimum of three (3) years of experiences in a multi faceted purchasing environment responsible for buying several categories of materials.
• Other Requirements:
  • Must work a minimum of three (3) days onsite
  • Must have excellent verbal, written and interpersonal communication skills.
  • Strong work ethic with an ability to work in a fast-paced environment.
  • Ability to manage multiple projects simultaneously.
  • Excellent organizational skills with the demonstrated ability to prioritize effectively.
  • Demonstrated ability to handle and maintain confidential information.
  • Proficiency with Microsoft Office and Procurement software. The ability to adapt to a changing environment.
  • Good understanding of contracts, pricing and industry standard procurement practices.
    

Summary of Physical Requirements and Work Environment:

This is an office job and there are no special physical requirements.

Pay Range / Salary:  $29.00 - $33.00 ph