What are the responsibilities and job description for the Purchasing and Mailroom Administrator position at Provident Bank?
How would you like to join one of the most highly regarded financial institutions in New Jersey with deep roots in the community? Provident is a successful and highly regarded multi-billion-dollar bank that continues to grow with branches in New Jersey, Eastern Pennsylvania and New York. Our longevity is a testament to our commitment to placing our employees, customers, and the communities we serve at the center of all we do. At Provident Bank, we are committed to enhancing our customer and employees’ experience.
POSITION OVERVIEW:
The Purchasing Administrator is responsible for overseeing the bank’s centralized purchasing program to ensure cost-effective, efficient, and policy-compliant procurement of supplies, furniture, equipment, and services essential to daily operations. This role enhances supplier performance, drives operational efficiency, and supports overall profitability through strategic sourcing, volume purchasing, and pricing analysis.
The position manages in-house inventory and implements centralized purchasing controls to leverage economies of scale. Additional responsibilities include overseeing the mail and supply room, coordinating with third-party messengers and delivery services, and providing support for upfit and refresh projects from requirements gathering and vendor sourcing through execution ensuring alignment with bank standards.
KEY RESPONSIBILITIES:
Purchasing Operations & Vendor Management
- Supervises a shared Receptionist/Purchasing Assistant and third-party mail services provider.
- Manages procurement of all operational supplies, printed materials, furniture, equipment, and services.
- Leads vendor negotiations regarding pricing, quantity, quality, delivery, and payment terms.
- Administers the Office Supplies Program, including order approvals, user/system access, and invoice review.
- Conducts competitive sourcing and secures management approvals following bank policy.
- Maintains strong vendor and internal customer relationships.
- Manages full vendor lifecycle: sourcing, due diligence, contract adherence, performance, and risk assessment.
Inventory Management
- Maintains and updates requisition forms, inventory records, equipment lists, and service contracts.
- Tracks order history, pricing, and usage trends to improve purchasing efficiency and capture savings.
- Manage surplus assets, coordinate reuse, resale, donation, or appropriate disposal of obsolete items.
Budgeting, Policy & Mail Services
- Approves invoices and obtains additional authorizations as required by policy before submitting for processing.
- Assists with preparation of the annual capital expenditure budget.
- Develops and maintains purchasing-related policies and crisis management procedures.
- Serves as Vendor Relationship Manager for third-party courier services; manages routing changes, billing, and service quality.
- Oversee daily operations of USPS, UPS, and outsourced mail service providers.
Facilities & Project Support
- Contributes to the definition and administration of Facility Standards.
- Provides project support for Facilities upfit and refresh efforts, including sourcing of furnishings and non-IT equipment.
- Collaborate with Project Managers and stakeholders from planning through implementation.
- Obtains vendor cost estimates, prepares budget approvals, and schedules deliveries.
- Assists with property decommissioning and creates inventories to ensure proper handling of furnishings and equipment.
- Travel to bank or vendor locations as required.
- Evening or weekend work may be required on an as-needed basis.
- Performs other related duties and special projects assigned.
MINIMUM QUALIFICATIONS:
- High school plus 3 years related Procurement experience and/or training in the Procurement field.
- A demonstrated ability to source new products or vendors, and the ability to obtain bids.
- Experience in onboarding new vendors through a vendor management process, and strong negotiation skills.
- 3 years supervisory experience.
- Must be proficient with MS Office programs; Outlook, Excel, and Word. Should be comfortable with operating a laptop, and learning new software programs and CMMS programs; i.e., ServiceNow.
- Ability to write, read, and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals;
- Ability to write routine reports and correspondence.
- Ability to prepare Excel spreadsheets to identify cost savings and cost analysis for presentation to management and during bidding processes and for expense tracking.
- Must maintain a valid driver’s license, possess a clean driving record, and undergo an annual motor vehicle record check to operate company vehicles. Alternatively, must have the means to travel to various Bank locations or vendors for off-site work.
PREFERRED QUALIFICATIONS:
- Associates or Bachelor’s degree
WORKING CONDITIONS:
Work is performed in a normal office environment. Noise levels are usually moderate. This position involves travel to customers and property locations.
- Prolonged sitting
- Lifting from 5 to 10 lbs. (printer paper, storage boxes)
- Occasional bending or overhead lifting (storing files or boxes)
- The hazards are mainly those present in a normal office setting
This job description may not be all-inclusive. Employees are expected to perform other duties as assigned and directed by management. Job descriptions and duties may be modified when deemed appropriate by management.
Provident Bank recognizes and supports the importance of creating a socially and culturally diverse employee base. We understand, value, and appreciate the unique perspectives that a diverse workforce can contribute to our organization. We put the employee and the customer at the center of strategy because culture is a critical differentiator for why people choose to work here.
We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to age 40 and over, color, disability, gender identity, genetic information, military or veteran status, national origin, race, religion, sex, sexual orientation or any other applicable status protected by state or local law.
Pay Details:
$58,900 - $84,200 annually
Please note, the base pay actually offered may vary based upon the candidate's skills and experience, job-related knowledge, education, geographic location, internal equity, and other applicable business and organizational needs.
This role is incentive eligible based upon company, business, and/or individual goal achievement and performance.
Team members accrue paid time-off (PTO), receive Holiday (PTO) and are eligible to participate in the bank’s Health and Wellness benefits including Medical, Dental and Vision Plans, Flexible and Health Savings Accounts, and a 401(k) Retirement Plan. In addition, the company provides Disability Insurance, an Employee Assistance Program, and Basic Life Insurance. Company sponsored Tuition Disbursement and Loan Repayment programs are also available. Voluntary benefits include Supplemental Life Insurance, Accident, Critical Illness, Hospital Indemnity and Legal plans.
Salary : $58,900 - $84,200
