Inventory / Purchasing Specialist – Facilities Management

  • Location: Palo Alto, California
  • Type: Direct Hire
  • Job #571

Inventory / Purchasing Specialist – Facilities Management 

Location: Palo Alto, CA

Organization: Top Tier Law Firm

Salary & Benefits: Base salary up to $100K; generous paid overtime and bonus; Medical, Dental and Vision Coverage; Transit Program; generous Paid Time Off; 401K; Life Insurance; exceptional culture.

Summary: Seeking an organized and detail-oriented individual who is able to handle multiple projects simultaneously. The ideal candidate will have experience purchasing, invoicing, maintaining inventory of furnishings, organizing equipment and ordering supplies. This role will report to the Director of Facilities. 

Responsibility: 

  • Maintain relationships with various vendors (ie: furniture, equipment, supplies, donation centers, storage facilities and waste management); continue to research alternative vendor pricing and products to ensure best market value; including adherence to firm sustainability best practices
  • Prepare proposals and make new vendor supply, equipment and furniture recommendations
  • Support facilities and office services teams for planning, remodeling and redesign projects
  • Review, code and process invoices for equipment and services; ensure unbudgeted expenses are submitted for approval
  • Assist with performing ergonomic evaluations for new employees
  • Support badge creation and access management functions
  • Assist with relocation projects
  • Maintain budget and manage expenses; including monthly reporting 
  • Oversee supply orders required and audit usage reports on a monthly basis 
  • Manage purchase vs. rental of equipment and furniture 
  • Prepare purchase orders and budget requests for furniture and equipment; maintain costs analysis and find areas of improvement 
  • Audit order quantities against requests; ensure budget alignment 
  • Manage delivery of all furniture, equipment and supplies; ensure accuracy upon arrival
  • Actively participate with office event planning and coordination, as needed
  • Create, maintain and edit floor plans in Visio and CAD
  • Collect and maintain vendor Certificates of Insurance for all active vendors
  • Organize and keep up to date with service contracts and repairs; manage inventory and storage 
  • Oversee inventory and proper storage of inventory, including emergency safety, first aid and food / water rations 
  • Assist Director of Facilities and Senior Director with budget recommendations
  • Support facilities department, as needed

Requirements: 

  • 5+ years’ of experience of facilities, purchasing and project management experience
  • Experience in a law firm or professional service environment preferred
  • Proactive problem solver with the ability to manage multiple projects simultaneously
  • Effective communication skills (verbal and written)
  • Budget conscious 
  • MS Office Suite (Word, Excel, Outlook & PowerPoint), Adobe Acrobat and other applications as required
  • Knowledge of office equipment, facilities and office services 
  • Excellent organizational and customer service skills
  • Ability to manage a variety of professional relationships (internally and externally)