What are the responsibilities and job description for the Purchasing Agent position at Phipps Houses?
Phipps Houses is one of the nation’s oldest and largest not-for-profit developer/owners of
affordable housing. It is a multi-faceted real estate organization, involved in the
development, finance, construction and asset management of new and rehabilitated multi-
family housing for low to middle income New Yorkers. Through its subsidiary, Phipps
Houses Services, Inc., it conducts residential and some commercial property management,
and it’s tax exempt 501(c)(3) affiliate, Phipps Neighborhoods, provides human services to its
development communities.
The Purchasing Department of Phipps Houses and affiliates is currently seeking a
Purchasing Agent. The successful candidate must possess a minimum of 5 years
experience.
Salary range for this role is 65-70k
Job Duties:
• Prepare and send out RFP’s/RFQ’s for all leasing agreements and commodity pricing
agreements for PHSI Services.
• Purchasing Agent will be responsible for commodities such as toner cartridges,
paper, housekeeping supplies, office supplies, general printing, copier/fax, phones
and other office equipment, maintenance equipment, storage retrieval, lighting and
electrical supplies, coffee supplies and coffee and vending machine equipment.
• Conduct vendor research for potential new vendors and maintain the vendor
Purchasing database.
• Conduct contract terms and dollar value negotiations.
• Obtain completed W-9 from new prospective service vendors and submit them to
the Director of Purchasing for processing.
• Follow up with the sites and Area Managers requesting service information, samples,
requisitions, and any other information needed.
• Answer phone calls and make phone calls, send and receive faxes, work at the
computer, as required.
• Handle reconciliations of unpaid service invoices, pull & match invoices w/Pos to
update pending orders.
• Prepare and send Cancellation and Award Letters.
• Obtain D&B reports, analyze them, and submit findings to Director of Purchasing
• Research for, and solicit new vendors, as well as conduct vendor reference checking.
• Respond to, and create, e-mail correspondence.
• Respond to questions from bookkeepers regarding Purchasing issues.
• Handle special requests from Purchasing Director as needed.
• Answer the telephone and make phone call as required. Prepares purchase orders
through a computerized system (Yardi Voyager) and places orders for the purchase
of goods and services
Requirements:
• B.A. and/or 5 yrs procurement experience required.
• Experience with Yardi preferred.
• Must have experience with Microsoft Excel, Word and etc.
• Good Organizational and interpersonal skills.
• Must be able to multi-task in a fast-paced environment.
• Take on additional or special responsibilities as required, such as processing requests
for services, repairs, and products.
Applicants must be authorized to work for ANY employer in the U.S. We are unable to sponsor or take over sponsorship of an employment Visa at this time.
