Procurement Administrative Assistant
Turner Construction Company | |||||||||||||||||||
United States, Pennsylvania, Philadelphia | |||||||||||||||||||
1500 Spring Garden Street (Show on map) | |||||||||||||||||||
April 15, 2024 | |||||||||||||||||||
1. Daily Administrative Tasks * Answer Phones for Main Phone Line * Grant Access to Visitors - Front/Back Door * Pick Up, sort and deliver mail and deliveries (Main Lobby/Loading Dock) * Manage Procurement/Preconstruction Email (Turner Purchasing Philly and PHI.Estimator) o Review, answer, and forward emails and faxes to appropriate person 2. Create Project Manuals (as needed/by request) 3. Prequalification's * Manage Vendor PQs, checking SAP and Vertikal for vendor status upon request from Procurement Manager/Agents * Maintain log 4. Vendor Management/Maintenance * New Vendor o Send email to vendor requesting registration to Vertikal and submission of PQ o Review PQ Submission completeness o Download & Review Attachments o Follow up with vendor for any missing information o Convert Financial Calculator to New Form & send to Procurement Agent for updating o Once returned by PA, enter into Veritkal o Mark Task Complete for CFC Approval o Notify Procurement Manager ready for approval * Existing Vendor o Check existing records if up-to-date o Send email to vendor requesting updated PQ and/or Required Attachments o Review PQ Submission completeness o Download & Review Attachments o Follow up with vendor for any missing information o Convert Financial Calculator to New Form & send to Procurement Agent for updating o Once received from PA enter into Veritkal o Mark Task Complete for CFC Approval o Notify Procurement Manager ready for approval * Vendor Maintenance o Any change/edit to company name and/or address 1. Request updated W9 from Vendor 2. Verify for compliance 3. Send Vendor Update Request to CFC, include W9 and any other required info 5. Contracts/Purchasing Orders * Contracts o Look up sub vendor number in SAP o Enter contracts in SAP o PDF contracts and send out via DocuSign o Order drawings o Review Check on Hold Report from Accounting (as needed) o Turner Code of Conduct 1. Attach the Turner Code of Conduct for signature as needed 2. Update Code of Conduct Log 3. Download Completed Version to Vendor's PQ Folder in SharePoint o SDS Project Information 1. Verify the information printing on SDS sheet is correct, if not, contact Sales & Ops Team for correct information to have Cost Engineer edit in SAP o Project Name, Number, Address o Architect Name 1. Send Cost Architect's VN number for Project Set-Up 2. If not in system - submit a Vendor Request to CFC w/screenshot of address from website/drawing o Owner's Name o General Contract Date * Purchasing Orders o Receive request for PO from Procurement Manager/Agent (also BRA request from Ops Team) o Receive request for BRA from OPS Team (process similar, some less steps) o Verify Vendor PQ up-to-date o Locate Current Z001 VN o Create PO in SAP, input data provided by Procurement Manager/Agent o Review SOW has correct attachment info & dates (Bond/Insurance/Labor Rates, etc.) o Print to .pdf and compile w/PO attachments (SOW, Labor Rates, T&C, Project Specific Attachments, etc.) o Send to vendor via DocuSign (verify project specific workflow) o Receive Completed Notification from DocuSign 1. Receive Completed Notification from DocuSign 2. Download Completed Version to Project Folder in SharePoint 6. UBE Reporting * Monthly Report o Run Report in SAP o Review/verify UBE accuracy o Enter data onto excel sheet o Send to Procurement Manager, GM, OM for DRAFT review o Make any edits & finalize PHL report o Collect reports from NJ BU and PIT BU admins o Send finalized excel sheet with combine PA/NJ information to Financial Manager for EVP Meeting * Corporate Bi-Annual Report o Run multiple Reports in SAP o Review/verify UBE accuracy o Contact vendor as required for updated UBE certifications o Combine Reports in Excel o Update Corporate Form o Send to Procurement Manager for review o Send to CFC Director for publication to corporate 7. Miscellaneous Ad-Hoc Reports Qualifications:
Physical Demands: Work Environment: Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law. Turner is an Equal Opportunity Employer - race, color, religion, sex, sexual orientation, gender identity, national origin, disability, status as a protected veteran, or other characteristics protected by applicable law. |