Purchasing Manager

Position Schedule: Monday-Friday 9:00AM-5:00PM

Position Location: Philadelphia, PA 19124

Position Salary: $80,000.00/year

Position Summary:

The Purchasing Manager is responsible for overseeing all procurement activities across the organization to ensure the cost-effective acquisition of goods and services in compliance with internal policies and external regulations. This role manages vendor relationships, negotiates contracts, monitors purchasing trends, and works cross-functionally with program, operations, and finance staff to support organizational objectives.

Key Responsibilities:

Procurement & Vendor Management

• Develop, implement, and maintain procurement policies, procedures, and best practices.
• Source and evaluate suppliers based on quality, pricing, and reliability.
• Negotiate and manage vendor contracts, pricing agreements, and service terms.
• Maintain a preferred vendor list and ensure vendor compliance with insurance and contract requirements.
• Oversee the vendor onboarding and evaluation process.

Purchasing Operations

• Process purchase requisitions and purchase orders in accordance with agency policies.
• Ensure timely and accurate procurement of goods and services for all departments.
• Collaborate with department heads to forecast procurement needs and ensure timely fulfillment.
• Monitor inventory levels, track orders, and resolve issues with deliveries or discrepancies.

Financial Oversight & Compliance

• Work closely with Finance to reconcile purchase orders with invoices and ensure proper coding and budget alignment.
• Maintain accurate procurement records and assist with audits or regulatory reviews.
• Ensure compliance with Federal, State, and funding agency procurement guidelines, including Uniform Guidance (2 CFR Part 200), when applicable.
• Support cost containment strategies and contribute to annual budget planning.
• Systems & Reporting
• Maintain the purchasing module within the organization's ERP system (e.g., Microsoft Dynamics, Sage Intacct).
• Generate and analyze procurement reports to identify trends, cost-saving opportunities, and operational improvements.
• Train staff on procurement procedures and system usage as needed.

Job Requirements

• Bachelor's degree in Business, Finance, Supply Chain Management, or related field.
• Minimum 5 years of progressively responsible experience in purchasing, procurement, or supply chain, with at least 2 years in a supervisory or management role.
• Strong negotiation, analytical, and organizational skills.
• Familiarity with procurement systems and ERP software.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook)

Preferred:

• Experience in a non-profit or public sector environment.
• Knowledge of Uniform Guidance (2 CFR *200) and other grant-related procurement requirements.
• Certified Purchasing Professional (CPP), Certified Professional in Supply Management (CPSM), or similar designation.