National Purchasing Administrator

The National Purchasing Administrator (NPA) is responsible for the set-up, input, and administrative handling of construction contracts for work constructed by the company in a specific region. The NPA receives from the National Purchasing Specialist contract files for the successful bidders. They enter pertinent contract information into the E1/JDE system creating contract commitments. Contract commitments are original contracts, buyer selected options & upgrades, etc. These commitments govern all contract payments to a trade contractor. The NPA is responsible to have all contracts signed and counter signed by the trade and Shea Homes respectively. Subsequent to the processing of construction contracts, the NPA is also responsible for handling and input of scope and specification change orders to existing contracts. The NPA is responsible to have change orders signed and counter signed by the trade contractor and Shea Homes respectively. The NPA is responsible for the ongoing accuracy, maintenance, and updating of contracts in the system.

Internal customer relationships are;

• National Purchasing Specialist

• The accounting team

• Other National purchasing associates

• Community Development

• Marketing and Sales

• Design Studio Consultants

External customer relationships are;

• TradePartner's

• Shea Customers

Summary of Position Requirements:

Original Contract

• Prepare and issue new TradePartner contracts

• Set up plan packages

• Set up bid packages: color schemes, options, bid request, features, specifications

• Send out complete bid package to TradePartner

• Scrub BC 's in E1/JDE

• Set up trades in CMS

• Log bids received in CMS

• Spread numbers

• Input new trade contract and values into E1 / JDE as indicated in quote/bid request form

• Coordinate with Sales to ensure plans and elevations are selected in BuyerApp

• Makes sure that Bid effective and End dates of Bid contract is in sync with dates in E1/JDE Lot Master

• Release lots/phases in Lot Master per division decision

• Run 'Global Price Update' to post pricing to affected lots/phase. Run new lot start whenever cost codes or options are added

• Generate Legal contract documents and all attachments

• Make copies and mail to Trade Partner and Project Manager

• Track sending and receipt of contracts

Change Orders / Revisions

• Receives approved price increase/decrease bid comparison from Sourcing Specialists.

• Process and input change order description and pricing into E1/JDE

• Option Change; notify Design Center of option price increase/decrease for them to adjust the sales price. Advise sales of changes in options and pricing. Advise RPO of all option changes and make adjustments in the contract.

• Update and run a global price change to adjust contract pricing

• Update contract and send Change Order contract to Trade Partners

Contract Maintenance

• Analyze, research and resolve contract discrepancies (run Global Price Update report on a monthly basis)

• Validate weekly Auto Voucher runs

• Run weekly the Duplicate Commitment Report

• Run weekly the Overlapping BC Report

• Proof/post Buyer App Trade COR's in E1/JDE

• Run 'Workfile Generation/Commitment Generation' in E1/JDE to post option selections in the Lot level Contract (OS)

• Makes sure that deleted options are deleted off the workfile or do manual reversing entry line items in the OS if options' been paid.

• Email copy of Trade COR's to Project Manager and fax copy to Trades

Other Duties and responsibilities:

• Generate all Project 'Lot Starts' per Best Practices and department procedures

• Assist Accounting in researching and resolving contract/invoice problems related to JDE/E1 related errors and correct as needed.

• Sets up and maintain Trade Partner accounts in Shea Trades (creating usernames and password)

• Point of contact for Shea Trades Auto-Voucher questions/issues.

• Process changes made by Community Development in Sequence Sheet

• Input option selections for inventory homes and review pre plotted options for sold homes to verify they are set up correctly in Buyers App when homes go on Pre-sales Release

• Work closely with Design Center to make sure that options chosen/deleted aligns with the region's rebates from enrolled vendors on quarterly/annual basis (National Alliance Rebates Incentive Program)

• Responsible for Trades SHPIP enrollment packages

• Update Feature and Specification list

• Maintain all TradePartner master contract files

• Maintain list acknowledging receipt of TradePartner 's IIPP Plan

• Maintain TradePartner 's and vendor information in CMS

• Creates and maintain all Project contact files

• Assist with team or individual projects as assigned

Administrative

• Obtain required information (cut-sheets, samples, specs, etc.) from manufacturers, suppliers, and trades to facilitate the work of contract administrators, sales, field supervision, and others served by the RPO.

• Check all work products for accuracy

• Achieve full utilization and use of business applications supporting the purchasing process (i.e., CMS, Buyer App, E1/JDE, SheaTrades)

Trade Relations

• Assist in resolving discrepancies involving contracts and payments

• Maintain professional, win-win working relationships with TradePartner 's through honest and open exchange of information and ideas

Professional Performance Standards

• Achieve objectives and goals as outlined by the National Director and National Purchasing Specialist

• Complete personal goal objectives

• Complete on time and in keeping with quality requirements the work associated with all of position requirements listed above.

Knowledge / Experience

• E1/JDE experience or equivalent experience with contract administration applications

• Previous experience in a continuous improvement environment

• Mainframe and personal computer proficiency, including Microsoft Office Suite: Word, Excel, PowerPoint, Outlook

• Two years experience in the homebuilding industry

• Associates or Bachelor Degree at plus

Skills/Abilities

• Must have a passionate drive to learn and improve. Self motivated

• Professional demeanor: projects positive and professional image

• Productivity: excellent attendance, excellent work quantity and quality, positive contributor; ability to work successfully in a team environment, strong people skills, works well with others at all levels

• Innovation: seeks new opportunities and growth challenges, contributes ideas, helps resolve problems, and develops new procedures and methods

• Honesty: truthful and trustworthy, does what needs to be done and what is right; is fair and objective, has uncompromising personal integrity and treats others in a mature, responsible manner

• Loyalty: has commitment toward the goals and values of the organization, respects its efforts, defends its good name, gives the job the best effort and sincerity

• Initiative: ability to think, work and make independent decisions based on sound judgment

• Excellent written and verbal communications skills

• Must possess a strong internal/external customer service orientation/commitment

• Excellent time management, organization and follow-up skills

• Ability to manage competing priorities and assignments

• Must be comfortable working in a fast-paced environment where continuous improvement is expected

• Must be able to consistently achieve high work standards

• Demonstrates flexibility and adaptability to rapid change

• Creates good will within department and interdepartmentally

• Ability to understand construction terminology

• Ability to comprehend construction processes and sequence of work

Physical Demand/Work Environment

The physical demands and work environment characteristics described here are representative of those that must be met by an associate to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the associate is regularly required to talk and hear. The associate frequently is required to walk and sit, and occasionally is required to stand. The associate must occasionally lift and/or move up to approximately 25 pounds. The noise level in the work environment is usually quiet to moderate.

Professional Development Responsibilities

This position is expected to maintain a program for his/her own professional development and shall do so by creating, maintaining and executing his/her Professional Development Plan per company standards.

Performance Appraisal

In accordance with company policy, regular and on-going assessments of performance will be made. Performance appraisal is an important tool for professional development and growth.

Shea Homes is an equal opportunity employer and considers qualified applicants for employment without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity and expression, age, disability, or Vietnam era, or other eligible veteran status, or any other protected factor.

EOE/M/F/D/V