The Stowers Institute for Medical Research has an opening for a Purchasing Coordinator II/Vendor Management Specialist. Reporting to the Head of Contracting and Procurement, this position serves as the primary point of contact for purchasing and vendor-related activities and is responsible for ensuring purchasing processes are completed accurately, efficiently, and in accordance with Institute policies.
The Purchasing Coordinator II/Vendor Management Specialist is responsible for procuring goods and services that support the Institute's operations while maintaining effective relationships with vendors throughout the procurement lifecycle. This position coordinates purchasing activities, administers vendor records and contracts, monitors vendor performance, and works collaboratively with internal departments to ensure products and services are obtained at the best value while meeting quality, delivery, and compliance requirements.
Responsibilities Include:
Purchasing (70%)
- Prepare and issue purchase orders
- Obtain competitive quotes and evaluate pricing, quality, delivery schedules, and service levels to deliver cost savings to Institute departments
- Oversee and assist in the purchasing of goods and services
- Source new vendors and identify alternative suppliers as needed.
- Monitor the status of purchase orders and follow up on outstanding deliveries
- Resolve procurement issues involving order discrepancies, pricing differences, backorders, damaged goods, and shipping concerns.
- Ensure purchases are supported by appropriate approvals and documentation.
- Assist with completion and submission of equipment and supply agreements
- Utilize a working knowledge of lab/department buying habits to suggest products/vendors that result in cost savings
- Review purchasing activity for accuracy and compliance with approved budgets.
- Assist with reviewing open purchase orders during month-end and year-end close processes.
Vendor Management & Contract Administration (30%)
- Serve as the primary contact for vendor communications and day-to-day relationship management.
- Coordinate vendor onboarding, including collection of required documentation such as W-9s, insurance certificates, and banking information.
- Maintain accurate vendor records within the Institute's system.
- Monitor vendor performance related to quality, pricing, responsiveness, and delivery.
- Work with vendors to resolve performance issues and implement corrective actions when necessary.
- Assist with identifying opportunities to consolidate vendors and improve purchasing efficiency.
- Assist in maintaining vendor agreements and contract files.
- Input contract details in repository, such as contract expiration and renewal dates.
- Assist in coordinating contract renewals with department managers and vendors.
- Ensuring contracts repository is current and complete.
- Serve as a backup for contracts review.
- Coordinate, as appropriate, with management, Legal, and business departments to facilitate contract review, revisions, and execution.
Financial and Administrative Support
- Coordinate with Accounts Payable to resolve invoice discrepancies and vendor payment issues.
- Support annual budget planning by providing purchasing and vendor information.
- Prepare reports related to purchasing activity, vendor performance, and contract status.
Compliance and Process Improvement
- Ensure purchasing activities comply with Institute policies and internal controls.
- Maintain purchasing and vendor documentation to support internal and external audits.
- Recommend process improvements that increase efficiency, reduce costs, and strengthen vendor relationships.
- Assist with developing and maintaining purchasing procedures and vendor standards.
- Train and develop staff for continuous improvement
- Maintain effective relationships with vendors, scientific staff, and administrative personnel
The successful candidate must be able to maintain a high level of attention to detail, be able to show a demonstrated record of successful customer service, and prior experience with automated purchasing systems.
Minimum Requirements:
- A Bachelor’s degree in business or a related field
- At least five years of progressively responsible experience in a purchasing environment
- Knowledge of procurement rules and regulations
- Familiarity with accounts payable and receivable procedures and practices
- A working knowledge of Microsoft Excel and Access
- Ability for on-site work with some flexibility
Application Instructions: To apply, please submit the requested documents to careers@stowers.org or to Administration Department, Stowers Institute for Medical Research, 1000 E 50th Street, Kansas City, MO 64110.
Requested Documents:
- Resume
- Cover Letter
