Job Requisition Number: 25040. Facilities Services works to maintain a campus built environment that is conducive to teaching, learning and research. We strive to continuously improve the campus in partnership with all members of the campus community. Facilities Services is comprised of the following units: Associate Vice Chancellor, Asset Management, Business Operations, Cal Zero Waste Services, Custodial Services, Customer Service Center, Engineering and Technical Services, Environmental Services, Grounds Operation, Inspection Services, Maintenance Operations, and People's Park
Maintenance Operations maintain campus buildings that total approximately 10.5 million square feet of state-funded space plus approximately 4 million square feet of auxiliary services space. This includes mechanical, electrical, and utility systems, built-in furniture, doors, windows, locks, security systems, insulation, permanent signage, glazing, painted surfaces, and roof drain systems.
This position will support the Facilities Services maintenance groups with acquisition of the supplies, materials and services for their operations. The trade staff will identify the needed materials and this position will develop the material lists with the specific items, work with vendors to identify costs and schedule and enter the information into the work management system for routing to Purchasing.
•Prepare materials lists for purchase requisitions •Obtain and negotiate prices from vendors and recommend suppliers • Develop contacts with vendors •Analyze availability and cost of materials for trades staff •Provide consultation and advice about policies and procedures to obtain goods and services •Coordinate bid walks for shops and vendors •Meet with shops regularly to obtain anticipated materials needs •Assist shops with routine inventory efforts and track stock usage •Attach documentation to work orders (photos, specifications, Quality Assurance reports) • Prepare reports for management such as tool replacement
Document Production: •Develops material lists for purchase orders, utilizing standard terms and conditions for materials, supplies, equipment, and services. •Drafts RFQs (request for quotation), including specifications and terms and conditions. •Develops spreadsheets and other documentation to support analysis (see below). •Prepares reports for management.
Relationship Management - Supplier: •Develops contacts with vendors. Negotiates with supplier for lower prices and better terms •Helps resolve supplier performance issues. •Reduces risk to the University by ensuring departmental compliance with procurement policy •Works in conjunction with end-users to develop specifications for RFQs. •Coordinates bid walks for shops and vendors. •Assists with logistical issues.
Analytical Practices: •Interprets and applies University policies and procedures, and provides consultation and advice on how to best obtain goods and services. •Advises on lowest cost that meets specifications; performs costs analysis. •Reviews terms and conditions for appropriateness. •Under general supervision, provides analysis of moderate purchasing projects. •Meet with shops regularly to obtain anticipated materials needs. •Analyze availability and cost of materials for trades staff
Other: •Acquires and maintains a basic technical understanding of commonly purchased products. •Participates in professional development and training. •Assist shops with routine inventory efforts and track stock usage. •Other duties as assigned.•Must have analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options. •Must be able to communicate effectively both in writing and verbally. •Demonstrated negotiation skills and political acumen. •Must be able to read and interpret terms and conditions of basic contracts. •Understands ERP/financial systems (such as Oracle, PeopleSoft, SAP, Banner, et cetera). •Some knowledge of Campus departments and operations required. •Proficient in the use of Microsoft Excel and Word. •Within 2 years of being in the position, required to pass Institute of Supply Management Certified Purchasing Manager (CPM) Modules 1 & 2 or Certified Professional in Supply Management (CPSM) Modules 1 & 2.
Education/Training: •Bachelors degree in related area and/or equivalent experience/training
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.