Provides support in the Corporate Administration Department in the areas of procurement, insurance, small business subcontract reporting, records/contract administration and general office administration
Essential Duties and Responsibilities:
Corporate Administration
Responsible for handling these areas of insurance administration: applications for renewals, certificate requests for property management, contract compliance, notifying broker and carriers regarding new potential claims, and file maintenance
Accountable for records management and administration for Iron Mountain including adding and deleting users and departments, shred profiles, storage profiles; managing file storage inventory, and management of records destruction eligibility
Develop/maintain procedures and provide staff training on all aspects of records management
Perform Small Business Subcontractor reporting, and analysis of compliance and preparation of regular reports via eSRS system for government contracts
Review client contracts to assess subcontracting requirements, periods of performance, etc.
Planning and administration of emergency evacuation, training, notification of LMI in event of actual evacuation; update policies/procedures for emergency evacuations
Coordinate company-wide Administration Team activities, particularly office maintenance
Procurement:
System administrator and buyer for Moore Medical and responsible for maintaining formulary, updating Gatekeeper listing as needed, negotiating pricing for updated medical supply items, and medical equipment for clinics and Operations
Assess requirements and order supplies from Staples for Corp Administration, Accounting, Bridgegate, break rooms, and clinics, as needed
System administrator for FedEx including add/delete/ maintain/transfer accounts, departments, users
SharePoint administrator for Corporate Administration, Facilities, Procurement
Review purchase requisitions, research products/services, identify vendors to get quotes, determine product availability, negotiate price and terms of contracts, prepare/process/monitor/follow up on purchase orders and interface with vendors for the entire procurement process.
Enter new vendors into MAS90 and prepare document packages for accounts payable ensuring invoices can be paid in a timely manner and keeping in compliance with procurement policies
Contract Administration for contractors and consultants
Review purchase order claims and contracts for conformance to company policy, for periods of performance, terms & conditions, and compliance issues, etc.
Procurement Training of all Clinic Office Managers, Operations Managers.
Competencies:
Ability to work in cross-functional team environments, as well as independently
Ability to organize, plan and coordinate multiple projects/tasks in detail and with a high sense of urgency
Superior customer service skills and telephone etiquette
Possess the ability to effectively work with all levels of management and staff and various personalities and learning styles
Effective communication skills, both verbal and written
Excellent follow-up and problem-solving skills
Computer skills: proficient use of Microsoft Word, Excel and PowerPoint
Bachelors degree from an accredited college in a related discipline, or equivalent experience/combined education
2 to 4 years of experience in procurement, contract administration, records management, and coordinating projects and office management functions in a high volume environment
This job description supersedes all prior job descriptions and is intended to describe the general content and essential requirements for the position listed above. It is not to be construed as an exhaustive statement of requirements, duties and responsibilities. Management reserves the right to add or change the duties of this position as required at any time.
QTC Management Inc. is a VEVRAA Federal contractor and an Equal Opportunity Employer. The company has an ongoing commitment to affirmative action and the creation of a workplace free of discrimination, harassment and retaliation. The company recruits, hires, trains, and promotes individuals in all job titles without regard to race, color, creed, religion, ancestry, national origin, age, sex, pregnancy, sexual orientation, gender identity, genetic information, people with disabilities protected under law, and protected veteran status.