Purchasing Agent

Who We Are

We are Utility Services of Alaska working with Golden Heart Utilities and College Utilities to bring safe and clean water and wastewater operations to Fairbanks, Alaska. Together these three companies are known as Fairbanks Sewer and Water; we are owned by Nexus Water Group.

What We Offer

• Paid Time Off and Holidays: Starting at 3 weeks annually and paid company holidays
• Comprehensive Benefits: The first day of the month after your start, you'll have access to your health, dental, prescription and vision benefits to help you stay well. Other great benefits include company provided life insurance and Employee Assistance Program just to name a few.
• 401(k) Program: Employer contribution. Employer contribution made to the 401(k) plan are vested at 100% and start 30 days after your start.
• Grow with us: Professionally development opportunities through training, professional certifications, and education allowance
• Employee Resource Groups (ERG): ERGs are voluntary employee groups that form based on shared characteristics or backgrounds and are sponsored by the organization.

Overview

We have an opportunity for a Purchasing Agent. Perform purchasing functions to procure goods and services for the utility. Provide administrative support to all sections of the utility. This includes processing invoices for PO's; simple building maintenance; delivery of supplies and goods to plants; assisting with vehicle fleet management; inventory management; event planning and facilitation; and month-end and year-end close-out procedures.

Work Location and Schedule

This position is located in Fairbanks, AK. Position requires a minimum of 40 hours per week (normal office hours are 8:00 a.m. to 5:00 p.m., Monday-Friday) with hours in excess of 40 per week as needed.

What you'll do

• Generate, organize and maintain purchase orders. Including: soliciting quotes; verifying data and accounting codes; managing order confirmations, shipping details, and order status; confirming receipt of goods; managing and organizing documentation; and communicating with requestors and vendors.
• Manage the receipt and entry of PO invoices for payment. Including organizing and maintaining digital copies of delivery tickets and invoices and uploading and saving documents to the database.
• Supplier/Vendor set up and maintenance. Including: building new vendors in the database; updating and maintaining contact information; opening new accounts and providing information for credit applications; updating W9's and certificates of insurance; updating remit-to information and ACH payment information.
• Maintaining Fleet Vehicle DMV and DOT registrations; requesting vehicle insurance cards; performing monthly safety inspections; maintaining vehicle records and documents.
• Maintaining breakroom/kitchen supplies, cleaning/janitorial supplies and basic PPE at all utility buildings/locations.
• Assist with minor building maintenance at Utility Services of Alaska office building.
• Assist with event planning and coordination for GHU sponsored public events and employee appreciation events and celebrations.
• Inventory Management: assist with creating new inventory items and maintaining inventory details (description, unit of measure, manufacturer, stock on hand, warehouse assignments, etc.).
• Process Purchase Requisitions into Purchase Orders. Including verifying quotes, capital equipment and fixed asset approvals, job numbers, accounting codes, and shipping details.
• Issue POs with quotes to vendors. Including communicating order details, invoicing and shipping instructions, managing order confirmations and order status updates.
• Confirm receipt of items, manage ship tickets, packing slips, and delivery confirmations.
• Create, organize, manage, and archive digital documents related to purchase orders.
• Negotiate with vendors and investigate problems related incorrectly delivered/ordered items, incorrect pricing, incorrect charges/fees, return authorizations, credit memos, late fees, shipping fees, etc.
• Enter PO Invoices for payment, organize and maintain digital copies of all invoices, ship tickets, proof of delivery confirmations and approvals related to PO invoices.
• Supplier Management - build and maintain suppliers in the database, update W9's and certificates of insurance, update payment information and remit-to details.
• Assist with annual financial audits and gather information as needed.
• Open and manage new accounts with suppliers.
• Assist with creating new inventory items and maintaining inventory details (description, unit of measure, manufacturer, stock on hand, warehouse assignments, etc.)
• Maintain and update DMV registrations and titles of all 100+ licensed vehicles used by utility.
• Light building maintenance (e.g. shovel snow, replace light bulbs, hang items, move furniture, assist with cleaning, schedule maintenance and repair of equipment, grounds, parking lot, etc.)
• Maintain and manage adequate levels of breakroom/kitchen supplies, cleaning/janitorial supplies and basic PPE at all utility buildings/locations.
• Assist with coordination and setup of company events and functions.
• Assist with the management and maintenance of employee lists for authorized buyers for local business we have open accounts with.
• Take deeds and documents from customer service to the State Recorders Office for filing. Resolve any issues/errors with formatting on documents, pay for transactions.

What you bring

Experience

• 2 - 3 Years previous experience as purchasing agent or equivalent preferred, education accepted as a substitute.
• Two years of experience in a business office performing clerical duties.

Education and Licenses

• High school diploma or equivalent required
• Valid Driver's License and driving record acceptable to company insurance terms

Nice to have

• Some college preferred

Knowledge, Skills, and Abilities

• Excellent organizational skills
• Meticulous attention to detail
• Strong time management, prioritization, and planning skills
• Ability to work both independently and in a tea
• Strong verbal and written communication skills
• Strong customer service and interpersonal skills
• Ability to de-escalate and resolve conflict
• Ability to analyze and solve complex problems
• Ability to maintain positive and professional demeanor under pressure
• Flexibility and resiliency to adapt to changing situations and unforeseen challenge
• Proficient in the use of Microsoft Office applications
• Effective digital file management skills
• Experience with cloud-based ERP software (preferred)
• Knowledge of waterworks and general plumbing parts (preferred)
• Ability to learn and use basic office equipment and simple maintenance tools

Work Environment

• Normal office conditions prevail, with some outside inventory control work required.
• The work involves data entry, some walking and occasional lifting approximate a 40-pound box.

About Our Company

We are a proud Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status or any characteristic or condition protected by Federal, state, or local law.

We are an E-Verify participating employer.