Vendor And Purchasing Administrator

EquipmentShare is Hiring a Vendor and Purchasing Administrator

EquipmentShare is searching for a Vendor and Purchasing Administrator for our corporate office in Columbia, MO, to support our team as the Procurement department continues to grow.

Primary Responsibilities

• This role would be primarily responsible for managing our vendor database, including the onboarding of new vendors. Experience in managing vendor databases is preferred.

• Facilitate the onboarding of new vendors including:

• new vendor setup

• operating our new vendor portal

• reviewing vendor applications

• conducting background checks on all potential vendors

• collecting required documents

• taking the necessary steps to ensure all the required information is collected and accurate before uploading and creating a new vendor account in our system.

• Review and complete vendor credit applications as necessary.

• Review contract and credit app language; mark-up or redline accordingly as consulted by our Legal Team and the Procurement Team.

• Request and confirm sales tax exemption certificates, certificates of insurance (COIs), completed W-9's, and ACH enrollment for new vendors or existing vendors.

• Verify vendor ACH banking info for accuracy with the vendor's bank and upload into our system.

• Manage payment remit addresses and payment notifications in our system.

• Maintain 1099's in our system. Handle returned 1099's/requests for reprints.

• Gather year-end 1099 addresses for tax reporting purposes.

• Monitor the Procurement Team email box and respond to vendor requests and internal requests from coworkers.

• Add and remove users from vendor portals/websites.

• Monitor purchase activity through vendor websites and approve orders.

• Become familiar with our preferred vendors and answer questions from the field employees accordingly.

• Maintain our credit reference sheet.

• Assist Senior Purchasing Manager and Business Analytics Team with assignments.

• Respond to cold call vendor emails.

• Discuss payment terms with vendors and Senior Purchasing Manager and update in the

system as directed.

• Maintain vendor files and handle sensitive/confidential documents with care.

• Collaborate and test new Procurement policies and procedures.

• Audit invoices and perform spend analysis when asked.

• Coordinate and cooperate with our Insurance Team to obtain the required insurance coverage from our vendors.

• Maintain a new market checklist and provide vendors with the needed information every time we open a new location.

• Maintain various SOPs.

Why We're a Better Place to Work

• Competitive salary.

• Medical, Dental and Vision coverage for full-time employees.

• 401(k) and company match.

• Generous paid time off (PTO) plus company paid holidays.

• Stocked breakroom and full kitchen, chef prepared meals daily (breakfast and lunch).

• State of the art onsite gym (Corporate HQ) with instructor led-courses/Gym stipend for remote employees.

• Seasonal and year round wellness challenges.

• Company sponsored events (annual family gatherings, happy hours and more).

• Volunteering and local charity initiatives that help you nurture and grow the communities you call home. Employees receive 16 hours of paid volunteer time per year.

• Opportunities for career and professional development with conferences, events, seminars and continued education.

About You

Our mission to change an entire industry is not easily achieved, so we only hire people who are inspired by the goal and up for the challenge. In turn, our employees have every opportunity to grow with us, achieve personal and professional success and enjoy making a tangible difference in an industry that's long been resistant to change.

Skills & Qualifications

• Possess a positive attitude and be excited about shaping the future of Procurement at EquipmentShare.

• Flexibility in an ever-changing environment-EquipmentShare is in major growth mode. Be able to adapt to change and be resourceful.

• Have critical thinking skills, the ability to think logically, and look for opportunities to improve our processes and procedures.

• Have the ability to write or improve our vendor onboarding SOPs.

• Vendor Certificate of Insurance (COI) compliance is a plus.

• Think about long-term solutions to a problem rather than temporary ones.

• Have patience as you interact with new employees and be willing to educate them or teach them how to find the answers to their questions rather than just providing answers.

• Learn about our preferred vendors and be knowledgeable of our vendor database.

• Be able to work in a fast-paced environment.

• Be able to multitask effectively.

• Be organized.

• Have contract management skills.

• Have time management skills and leadership skills.

• Have the ability to manage other employees effectively.

• Be the ultimate team player-communicate and collaborate with team members.

• Be a self-starter, work with little supervision, and have ambition.

• Communicate effectively and professionally with coworkers and vendors.

• Provide excellent customer service to the people in the field as well as our vendors.

• Have strong communication skills and the desire to uphold and support our company policies. Be polite but firm.

• Be confident in making a decision or offering feedback when asked your opinion.

• Possess strong decision-making skills to assess all possibilities and identify the most beneficial path forward.

• Possess above-average knowledge of spreadsheets. Knowledge of pivot tables is preferable.

• Ability to type, do data entry and data manipulation with ease.

• Have the ability to review or analyze data and spot trends or opportunities.

• Knowledge of Google Suite and Google Sheets is preferred but not required.

• Knowledge of Front is preferred but not required.

• Be able to be on-site most of the time. This is not a remote position.

EquipmentShare is committed to a diverse and inclusive workplace. EquipmentShare is an equal opportunity

employer and does not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation,

protected veteran status, disability, age, or other legally protected status.