Procurement Administrator

The Company

Imerys is the world’s leading supplier of mineral-based specialty solutions for the industry with €3.8 billion in revenue and 13,700 employees in 54 countries in 2023. The Group offers high value-added and functional solutions to a wide range of industries and fast-growing markets such as solutions for the energy transition and sustainable construction, as well as natural solutions for consumer goods. Imerys draws on its understanding of applications, technological knowledge, and expertise in material science to deliver solutions which contribute essential properties to customers’ products and their performance. As part of its commitment to responsible development, Imerys promotes environmentally friendly products and processes in addition to supporting its customers in their decarbonization efforts.

The Position

Job Summary

This position is responsible for procurement responsibilities for the industrial team as well as the other departments managed out of the Norfolk facility. Besides the procurement duties, this position will be assigned to the main office receptionist area and will also have office administration duties.

KEY RESULTS AREAS / PRINCIPAL RESPONSIBILITIES:

Within the framework of instructions given by the supervisor, this position has a two-part principal responsibility to include inventory checks, ordering/reordering, writing purchase orders, managing the front office and common areas, managing the cleaning services and uniform program, welcoming visitors, and answering and directing incoming phone calls.

DIMENSIONS / FACTS AND FIGURES:

Office Administrator duties ~ 50%
Procurement ~ 50%

NATURE AND SCOPE OF ACTIVITIES:

Procurement duties include, but not limited to:

analyze costs, review, and make recommendations to negotiate better service and cost
validate all procurement orders and ensure it matches the invoices
resolve any price disputes
update vendor/supplier information in accounting systems
Generate and receive PO’s
Forward PO’s to suppliers
Record keeping of raw material data
Procurement of all non-maintenance supplies/equipment including Capex projects
Meet with suppliers
Send RFQ’s out for supplies requiring 2 quotes
Liaison with the regional PPM/RCM on category purchases
Primary liaison between Accounts Payable and Finance departments
Monitor P-card purchases and reconcile statements as per corporate guidelines
Basware - ensure that invoices are coded in a timely manner
Assist Purchasing department with corporate initiatives

Administrative duties include, but not limited to:

Take ownership for the security of the front office entrance, and make recommendation and improvements to the visitor experience
Ensure all visitors sign in the Visitor Log and receive a badge
Answer and forward all incoming calls to the appropriate department
Retrieve the incoming mail daily and distribute accordingly, make new mailboxes for all new hires, and manage mailboxes to ensure it is up to date
Maintain the phone listing and distribute to all employees to ensure that everyone has the most recent and update to date listing
Assist visitors who need Visitor Orientation training, go over the training, and have the visitor sign the form
Manage the employment application process for walk-ins
Assist visitor and others with faxing services as requested
Ensure that all common areas are maintained in a clean and safe manager, and ensure the main conference room is stocked with food and drink items as necessary
Work with the commercial administrator on ordering and reordering business cards to manager and other staff as needed
Work with the IT team to ensure that IT stock items are maintained and reordered as needed
Participate on the Social Committee and work on employee morale events
Reorder Regal Movie tickets as needed and manage the distribution program
Manage the postage machine and copier supplies
Work with department managers on creating and posting information slides on the local TV monitors
Assist in all other administrative duties as assigned by the supervisor

KNOWLEDGE, SKILLS AND EXPERIENCES:

Knowledge/Education Required:

Minimum of HS diploma, GED, or equivalent work experience.
Knowledge of office equipment, service, and processes.
Knowledge of common procured items and how the order/reorder process works.

Skills:

Communication: Must have the ability to communicate with diplomacy and complete professionalism.
Multitasking: Must be able to handle the front office area which can, at times, become chaotic with customers, employees, contractors, suppliers, and incoming phone calls.
Prioritizing: Must be able to prioritize both the procurement duties and administrative duties to ensure all tasks are completed in a timely manner and meets the expectations of our customers
Organization: Must be able to maintain an organized the main office while ensuring that all procurement orders are completed in a timely manner
Administrative skills: Must have excellent office skills in Google Suite, AX, and Basware as needed.
Interpersonal skills: Must be able to work within a team and have strong interpersonal skills. Be able to begin a conversation without hesitation.
Initiative and problem-solving abilities: Must be able to understand issues and develop solutions within the scope of this position.
Self-starter: Must have the drive to look for ways to continue to improve efficiencies within the office to enrich the position of administrative assistant.
Dependability: Must be a reliable employee with good attendance.

Experiences:

At least one (1) year experience working in an office setting.
At least one (1) year experience working with office equipment.
One year of working with procurement software and processes.

PHYSICAL DEMANDS:

While performing the duties of this job, the employee is regularly required to use hands to finger, handle or feel, reach with hands and arms, stoop, kneel, crouch or crawl, and talk or hear. This position requires prolonged sitting at times and the employee is required to stand, walk, and climb or balance. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

This position will require long hours of sitting and using office equipment and computers. In the position, an employee will also have to lift and/or move supplies and materials up to 15 to 20 pounds.

The work environment is located in a busy office environment. The employee may face constant interruptions and must meet with others on a regular basis. Reasonable accommodations may be made to ensure individuals with disabilities to perform the essential functions

Position Type

Full time

and

Permanent

Only technical issues will be monitored through the below inbox:

recruiting.support@ imerys.com

PLEASE DO NOT SUBMIT RESUMES OR APPLICATIONS TO THIS EMAIL, AS THEY WILL NOT BE REVIEWED.

To ensure fairness and legal compliance in our recruitment processes, only applications received through the online application process will be considered.

IMERYS is an Affirmative Action and Equal Opportunity Employer and it is our policy to not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender identity, genetic information, disability, veteran status, or any other status protected by federal, state or local laws.