Facilities Manager, Stockroom at University System of New Hampshire (USNH)

USNH Employees should apply within Workday through the Jobs Hub app

Duties/Responsibilities

Inventory Control & Purchasing (25%)

• Responsible for maintaining the accuracy of records and inventory by performing cycle counts and making necessary adjustments to the inventory.

• Responsible for conducting an annual physical inventory in accordance with USNH policies & guidelines.

• Responsible for overseeing the stockroom and warehouse operations to ensure proper accuracy, organization and procedures.

• Responsible for overseeing the work of the Purchasing Agents, Inventory Specialist, and Inventory Coordinator to ensure that materials are ordered in a timely manner and that USNH purchasing guidelines are followed.

• Responsible for overseeing the timely purchasing of all special-order materials to assure materials are available in a timely manner, quotes are honored, and order limits are maintained.

• Responsible for overseeing all stock purchases to ensure maintenance of adequate/ appropriate stock levels.

• Monitor stock versus usage to determine proper stock levels and make determinations of stock to be deleted from inventory.

• Responsible for monitoring all P-Card purchases to ensure all charges are accounted for and provide appropriate back-up documentation per USNH policy.

• Responsible for preparing, analyzing and awarding Requests for Bids with local vendors for stock purchases.

• Responsible for purchasing and provision of uniforms for Facilities Department personnel.

• Coordinate with USNH Purchasing to assist in the preparation and review of contracts as they relate to the Facilities Stockroom.

• Works independently and closely with UNH Facilities management teams and suppliers to develop and implement integrated sourcing strategies for UNH Facilities with a focus on cost reduction opportunities.

• Defines, obtains support and approval and executes strategic sourcing initiatives aligned to Maintenance, Repair and Operations (MRO) category strategies.

• Develop, champion, and ensure implementation of strategic sourcing principles that will optimize cost savings for UNH Facilities.

• Identify and resolve key supplier performance issues to ensure customer satisfaction and supplier performance is at or above required service levels.

• Work collaboratively with suppliers and UNH Facilities to identify and execute continuous cost and performance improvement strategies.

Staff Supervision (25%)

• Supervise all staff in the Stockroom unit to effectively execute all procurement and warehouse functions.

• Responsible for training, coaching and development of employees.

• Responsible for communicating and enforcing organizational policies and procedures.

• Conduct regular meetings with Stockroom unit staff to stay abreast of the daily workflow and conditions, incoming orders and workload distribution and adjust as necessary.

• Conduct monthly staff meetings to keep staff informed of new items, upcoming events that may affect them and other UNH Facilities news and information.

• Coordinate the hiring and onboarding of new employees with Human Resources.

• Conduct performance reviews and make wage recommendations for all direct reports.

• Responsible for following guidelines for employee discipline.

• Manage Stockroom staff by providing guidance, coaching, prioritizing workloads, and arranging training opportunities.

• Mentor and motivate Stockroom staff.

• Clearly communicate expectations and provide individualized professional development.

Finance & Administration (20%)

• Respond to all relevant emails and voicemails in a timely manner.

• Prepare reports to track key performance indicators (KPI’s).

• Participate in formulating and monitoring annual budgets to stay within forecast.

• Analyze and initiate process improvement procedures and reporting.

• Assist Facilities Project Management and other departments in procuring materials for their projects as requested.

• Participate in monthly PLADECOG meetings to assist in recommending and approving material guidelines and specifications for future projects.

• Assist IT department in planning and maintenance of IT software as they relate to inventory control, material & supplies purchase and distribution.

• Meet with outside vendors to assess their ability to provide materials for the University.

• Stay current on new materials, equipment and supplies that may prove beneficial to the University by meeting with vendors and attending product events.

• Ensure all selection processes comply with applicable Federal, State, and University System laws, regulations and policy directives.

• Conduct supplier research and gather market intelligence to ensure appropriate products/services are being acquired at competitive prices.

• Manage a portfolio of strategic vendor/ supplier contracts and foster supplier relationships.

• Conduct regular business and performance reviews with key suppliers and internal stakeholders.

• Measure and manage supplier performance relative to contracted service levels.

• Proactively create protocols, procedures, and programs to improve and support UNH Facilities.

• Analyze supplier data to determine pricing inconsistencies, savings opportunities, consolidation, and demand management opportunities.

• Participate as a member of divisional teams and committees and/or assume leadership of such teams as appropriate.

• Be a reliable, positive representative of the UNH Facilities Department, focusing on strengthening our services.

• Periodic campus/system office visits are required.

Customer Service (20%)

• Responsible for providing quality customer service to both UNH Facilities employees and the campus Community.

• Serve as the primary point of contact for all UNH Facilities stockrooms and warehouse with campus customers and outside vendors.

• Serve as the primary point of contact for all UNH Facilities stockrooms and warehouse with campus customers and Facilities.

• Responsible for maintaining sufficient on-hand quantities of stock and supplies in stockrooms and warehouse to supply the daily needs of UNH Facilities technicians.

• Conduct meetings with Facilities Operations managers, Ops supervisors and the Executive Director to inform them of stockroom and warehouse issues.

• Follow up on any questions/ concerns/ complaints from campus customers and UNH Facilities managers.

• Responsible for training employees in customer service expectations and the tools necessary to maintain expected standards.

• Ensure staff are properly trained in the use of computer tablets and the current mobile applications used by UNH Facilities technicians.

• Responsible for regularly updating and maintaining the AssetWorks materials catalog to aid UNH Facilities technicians in locating and ordering materials.

• Proactively and effectively engage with UNH Facilities personnel to build relationships, understand business needs and instill confidence that the Stockroom functions effectively to support their work.

• Partner with stakeholders and build relationships that facilitate early engagement and the realization of added value to the UNH Facilities organization.

• Work collaboratively with others to understand demand behavior, specification requirements, and product/service needs.

• Positively represent UNH Facilities in campus settings such as workgroups, task forces, and committees; work to achieve outcomes consistent with USNH and UNH Facilities strategy and direction.

Training & Safety (10%)

• Responsible for compliance with NH-DOL and UNH safety regulations.

• Responsible for seeing that all department employees receive the proper training and experience for their positions.

• Responsible for arranging product training sessions with vendors to keep UNH Facilities personnel current with new and existing product lines.

• Responsible for seeing that the stockrooms and warehouse are maintained and operated in accordance with current safety practices.

• Supervise, train, and coordinate the efforts of UNH Stockroom team members.

• Conduct training sessions for new employees, providing instruction on stockroom procedures, use and maintenance of equipment and safety policies.

• Assist employees with safety and training related issues as well as address concerns or requests in accordance with USNH system-wide policies.

Minimum Acceptable Education & Experience:

• Combination of 5 - 7 years’ direct relevant experience and education in materials procurement and management including responsibility for procedures, personnel, purchasing, inventory, receiving and stocking, fiscal analysis and budgeting, integration of enterprise work management systems, transactions review and analysis of material requests, and commodity management such as spend levels, cost savings, and cost avoidance.

Required Knowledge, Skills & Abilities:

• Proficient in MS Excel and MS Word.

• Ability to conduct analysis and use reporting tools.

• Familiarity with and ability to use integrated work management systems, such as AssetWorks.

• Familiarity with and ability to use university eProcurement systems, such as UShop.

• Knowledge of facilities services and operations, especially in a university or college setting.

Preferred Qualifications:

• Procurement and/or Strategic Sourcing experience in higher education, especially in a research university setting or a similar environment.

• APICS Certified in Planning and Inventory Management (CPIM) with experience in internal supply chain operations, materials management, master scheduling, forecasting, and production planning.

• Experience working and leading strategic sourcing efforts in a multi-location environment.

• Relevant strategic sourcing experience, demonstrating success in positions of increasing complexity.

• Commodity expertise in HVAC, Plumbing, Electrical, Automotive, Construction, or other areas of significant spending managed by the UNH Facilities Department.

• Proficiency with standard enterprise technology platforms, with particular emphasis on intermediate knowledge of Asset Works.

• Strong analytical and critical thinking skills.

• Experience and/ or certifications related to staff supervision and personnel management.

• Strong attention to detail.

• Ability to identify, evaluate, interpret, and organize data.

• Excellent verbal and written communication skills.

• Proven ability to manage competing priorities and meet deadlines.

• Tact, diplomacy, and ability to work well with people.

• High level of motivation and assertiveness.

The University of New Hampshire is an R1 Carnegie classification research institution providing comprehensive, high-quality undergraduate and graduate programs of distinction. UNH is located in Durham on a 188-acre campus, 60 miles north of Boston and 8 miles from the Atlantic coast and is convenient to New Hampshire’s lakes and mountains. There is a student enrollment of 13,000 students, with a full-time faculty of over 600, offering 90 undergraduate and more than 70 graduate programs. The University actively promotes a dynamic learning environment in which qualified individuals of differing perspectives, life experiences, and cultural backgrounds pursue academic goals with mutual respect and shared inquiry.

EEO Statement

The University System of New Hampshire is an Equal Opportunity/Equal Access employer. The University System is committed to creating an environment that values and supports diversity and inclusiveness across our campus communities and encourages applications from qualified individuals who will help us achieve this mission. The University System prohibits discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, genetic information, veteran status, or marital status.

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