Procurement/ Data Entry Officer

Procurement/ Data Entry Officer

Job Title:  Procurement/ Data Entry Officer 

Position Type:   Full-Time

Department: Administrative Department/ Portfolio 

Reporting Chain:                  Assistant General Manager (AGM) 

Job Description/Purpose:

The Procurement/ Data Entry Officer (DEO) supports operations by implementing and planning administrative systems. The role of Procurement and Data Entry is broken down in three categories. They are Procurement, Data Entry and Production. Each category is expected to enhance the core of the company. 

Key Responsibilities include but are not limited to: Procurement: 

• Provide logistical support for project activities.
• Liaise with the Production Administrator & Printery Supervisor on all jobs to ascertain material requirements.
• Maintain positive relationships with suppliers and sub-contractors, ensuring timely deliveries and a positive reputation for the business.
• Arrange for the delivery and receipt of goods or services.
• Research and identify potential new suppliers, material solutions.
• Utilize Three-Way Matching or Two-Way Matching process to prevent fraud, loss etc.
• Maintain a list of most used items and a current price listing. 
• Conduct a monthly spend analysis. 
• Establish and maintain centralized records of all aspects associated with procurement (e.g. purchases,

pricing, and other important data)

• .
• Accurately assist and submit all necessary paperwork, such as requisitions, internal and external purchase orders, delivery slips etc.
• Estimate and establish cost parameters and budgets for purchases.
• Review and analyze all vendors/suppliers, supply, and price options.
• Develop plans for purchasing equipment, services, and supplies.
• Ensure that the products and supplies are of a high quality.
• Maintain and update a list of suppliers and their qualifications, delivery times, and potential future development.
• Negotiate the best deal for pricing and supply contracts, ensure the best price, discount is secured and source more than one quotation.
• Liaise with the Production Supervisor to verify status of jobs – (noting correct completion, challenges, delays, or non-completion of requested jobs) throughout the day.
• Monitor timelines for delivery of material.
• Keep Production Supervisor informed of critical issues which may affect delivery of goods and services being procured. 
• Maintain hard copies and electronic filing systems.
• Arrange quotations from sub-contractors for special process or special raw material.
• Willing to travel to job sites as per request.
• Coordinate with the production, sales, and administrative departments as requested.
• Any other duties 

Data Entry: 

• Maintain and update the database with all revisions, additions, cancellations and change of artwork. 
• Maintain and track the monthly utility payments required (JPSCO, FLOW DIGICEL etc.)
• Update contract files based on cancellations and renewals ensuring accuracy and completion on a timely basis.
• Provide weekly report on related areas of Procurement, Database, Production  
• Oversee the collection of photos and on-going geo-tagging of boards. 
• Maintain weekly, monthly, and year-end department reports and budget documents as related to rental and fees associated with the Portfolio.
• Maintains all lease files and records with optimum accuracy and professionalism.
• Ensure that all proposed locations are photographed and shared with the Sales Department for addition to the available listing. 
• Ensure that the signs are maintained with the highest standards possible.
• Track and submit payments and resolve any discrepancies for rental payments and permits.
• Know the law and regulations regarding signage and branding island wide.
• Complying with all company safety and personnel policies.
• Accurately complete and submit all necessary paperwork.
• Must be professional, dependable, and able to perform administrative duties such as preparing forms and submissions.
• Work extra/overtime hours as needed according to department workload.
• Working with Managers to achieve the policies and goals of the company.
• Any other duties 

Knowledge & Abilities: 

Must possess attention to detail in composing, typing, and proofing materials, establishing priorities and meeting deadlines. Must be able to work in a fast-paced environment with demonstrated ability to juggle multiple competing tasks and demands. 

Work requires an excellent command of the English Language.

• Working knowledge of related outside governmental agencies, their services, roles, and responsibilities to contact them appropriately to obtain needed information.
• Ability to speak on a one-to-one basis using appropriate vocabulary (jargon) and grammar to obtain information, explain policies and procedures, and negotiate with landlords.
• Skill in speaking with persons of various social, cultural, economic, and educational backgrounds.
• Skill in setting priorities which accurately reflect the relative importance of job responsibilities.
• Ability to establish and maintain cooperative working relationships, both internally and externally.
• Working knowledge of personal computers, including Microsoft Office Suite.
• Ability to operate within a set yearly budget.
• Ability to handle confidential information and situations.
• Team player with a positive attitude and strong work ethic.

Skills & Qualifications: 

• Associate degree in business administration; Bachelor of Business is preferred. 
• Solid knowledge and understanding of procurement processes, policy, and systems.
• Minimum 2 years’ experience as a procurement officer or related position
• Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Ability to analyse problems and strategize for better solutions.
• Ability to negotiate, establish, and administer contracts.
• Excellent verbal and written communication skills
• Ability to multitask, prioritize, and manage time efficiently.
• Accurate and precise attention to detail.
• Ability to work well with management and staff at all levels.
• Goal-oriented, organized team player.