• Procurement Administrator

    Location US-CA-San Mateo
    Posted Date 4 weeks ago(4 weeks ago)
    Job ID
    Property Name
    The Home Office
    Accounting - Purchasing Agent
  • Position Purpose

    The Procurement Administrator is responsible for managing our eProcurement system and ensuring Property-Operations-related purchasing is executed at the best possible prices and terms. The Procurement Administrator will have a primary focus on purchasing best practices and ensure department benchmarks are met through the following: Compliance with applicable internal policies/procedures, ensuring vendor compliance with pre-negotiated pricing and terms, maintaining internal controls related to purchasing and receiving, and identifying savings opportunities to contribute to Portfolio-wide NOI. The Procurement Administrator is also responsible for the reporting and analysis performed by the Procurement Department. Additionally, the Procurement Administrator is responsible for identifying and addressing any training needs related to the usage of our eProcurement software. Under general direction, the Procurement Administrator’s responsibilities will also include, but are not limited to, the essential functions listed below. This position reports to the Director of Procurement.

    Essential Functions










    System Management: Management of eProcurement System: OpsBuyer, OpsBid, OpsInvoices, and OpsMerchant. Assist in creating and maintaining Supplier Core Item lists, including the Prometheus Preferred Vendor list.  Participate on the RealPage Purchasing Subcommittee. Support suppliers on the management and comprehension of the OpsMerchant application.  Review and clearing of various exception queues.



    Reporting: Prepare portfolio-wide compliance analysis and reporting (scorecard), monthly accrual reports, monthly aging reports, and any additional reports and analysis as requested by the Director of Procurement.




    Training: Develop and present Procurement Content for Promethean career development initiatives. Update training material for new Prometheans and provide necessary training as part of onboarding process.


    Support: Promptly respond to OpsTechnology-related requests from our properties and requests for information from other departments within the company and follow through to ensure resolution. Maintain regular contact and build solid, working relationships with Property Managers and Portfolio Managers to ensure high level of customer service and operational synergy in multi departmental efforts.



    Purchasing:  Collaborate with Director of Procurement on Catalog Management. Conduct Supplier Business Reviews. Update Policies and Procedures related to Spend Management, Contract Management, and Compliance Depot in collaboration with Operations.  Draft contracts.  Travel to sites to perform vendor reviews and/or education.



    Upholding Standards: Perform additional duties and handle projects as assigned; Achieve regular attendance in conformity with standards; Comply fully with all Prometheus Real Estate Group rules and regulations for the safe and effective operation of the Prometheus Real Estate Group’s facilities; Additional tasks may be assigned from time to time. Occasional travel will be required based upon the company’s needs.


    Required Qualifications, Skills, And Experience

    The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities:


    • High school diploma or general education degree (GED). Bachelor’s degree in accounting or finance preferred.


    • Demonstrate ability to manage multiple projects and priorities to conclusion.


    • Effectively present information and respond to questions from groups of managers, clients, residents, and the general public.


    • Must possess basic computational skills; add, subtract, divide, and multiply. Must have the ability to compute rate, discounts, interest, and commissions.  Must be able to prepare and analyze data figures and transcriptions generated by a computer


    • Computer proficient in Windows, MS Office, Word, Excel, Outlook, OneSite, the Internet, property management and job cost accounting software programs. Ability to type 40+ wpm.


    • Ability to apply common sense understanding to carry out instructions furnished in written or oral form. Ability to deal with problems involving several concrete variables in standardized situations


    • Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations


    • Ability to interpret a variety of instructions furnished in written, oral diagram, or scheduled form.


    • Ability to speak, communicate, read, write and understand the primary languages used in the workplace including, but not limited to, English in order to maintain safety in the workplace and serve internal and external customers.


    • Ability to focus and maintain attention to performance of tasks and to work and complete assignments on time despite frequent stressful, emergency, critical or unusual interruptions.


    • Ability to create, implement and monitor company and staff goals, strategies and policies.


    • Ability to train, motivate, evaluate, mentor and direct employees and managers to meet desired ends.

    Cultural Requirements

    • Communicator: possesses strong communication skills and enjoys working with internal and external customers.

    • Team-Oriented: embracing our vision of home 360˚.

    • Entrepreneurial: thrives in a fast-paced, changing environment and is excited by the chance to play a large role.

    • Passionate: must be passionate about the business; have the desire to perform every day without needing external motivation.

    • Self-starter: work with a minimum of supervision and be capable of strategically prioritizing multiple tasks in a pro-active manner.

    • Creative: must be able to see new opportunities that are not apparent to others.

    • Brand Ambassador: must be an ambassador of the Prometheus look; have the ability to create a unique Prometheus experience for all guests.

    • Principled: must be ethical; have the utmost integrity and set a positive example for others to emulate. Embraces our vision to become "Prometheus: I AM HOME."


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