Description

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Vance Brothers has been a trusted name in the pavement preservation industry for over 100 years, providing high-quality asphalt products and expert construction services to customers across the Midwest. We are a dynamic and growing pavement preservation company. We specialize in manufacturing, testing, and applying Asphalt Emulsions, Sealers, Joint/Crack Seals, Fog Seals, Micro/Slurry Seals, Chip Seals, and more. Vance Brothers is hiring motivated individuals to help us pave the way for another 100 years of success and innovation.

The Maintenance Department Administrator/Purchasing Coordinator plays a crucial role in ensuring the smooth and efficient operation of the Maintenance Department. This position is responsible for a wide range of administrative, purchasing, and financial duties, including procurement, vendor management, timekeeping, travel coordination, and report generation. The ideal candidate will be highly organized, detail-oriented, and possess strong communication and problem-solving skills.

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Requirements

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Essential Job Functions

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Purchasing and Procurement:

Manage the procurement of materials, supplies, and equipment for the Maintenance Department.

Process purchase orders and ensure timely delivery of goods.

Negotiate pricing and terms with vendors to optimize cost efficiency.

Maintain accurate records of purchases and inventory.

Vendor Management:

Establish and maintain strong relationships with vendors.

Evaluate vendor performance and ensure compliance with company standards.

Resolve vendor disputes and address any issues related to procurement.

Financial Administration:

Process and reconcile expense reports for Maintenance Department personnel.

Track job hours and costs, ensuring accurate allocation of resources.

Generate and analyze various financial reports related to maintenance activities.

Administrative Support:

Process and manage employee timecards, ensuring accuracy and timeliness.

Coordinate travel arrangements for Maintenance Department personnel, including booking flights, hotels, and transportation.

Manage and organize department files and records.

Handle incoming and outgoing correspondence.

Contractor Management:

Coordinate and manage visiting contractors, including scheduling, access, and communication.

Maintain records of contractor work, and billing.

Reporting:

Create and generate multiple reports related to maintenance activities, purchasing, and financial performance.

Provide regular updates to the Maintenance Manager on key metrics and performance indicators.

Qualifications And Education Requirements:

Proven experience in administrative support and purchasing, preferably within a maintenance or related field.

Strong knowledge of procurement processes and vendor management.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

Excellent organizational and time management skills.

Strong attention to detail and accuracy.

Excellent communication and interpersonal skills.

Ability to work independently and as part of a team.

Experience with timecard and expense reporting software.

Associate's or Bachelor's degree in business administration or a related field preferred.

Physical Requirements

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Vance Brothers

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