Solicitation/Purchasing Manager

General Description:
Under the direction of the Senior Director of Construction, the Construction Solicitation/Purchasing Manager is responsible for bringing donated/ln-kind (IK), bulk and/or reduced priced materials to the Construction Department. This is accomplished by continually searching out new donors, maintaining relationships with prior donors and bidding/negotiating for best price on materials. Donors are contacted through a mixture of telephone calls, E-mail, direct mail, in-person meetings, and personal calls. 
With purchased materials and services, the Manager secures bids and quotes for projects, projects build costs, and issues purchase orders to subcontractors and suppliers. They manage inventory costs, maintain warehouse materials for the build site, and oversee stock for build sites. The role includes expanding the contractor pool for competitive pricing, ensuring compliance with grants requirements, and approving invoices.   
Innovators are independent and impactful decision makers.  They constantly look for ways to improve their major program, challenge the system with new ideas and never settle for following a well-worn path!
 
Knowledge, Skills and Abilities...                                                                                   
The Construction Solicitation/Purchasing Manager must have experience in construction and/or materials donation procurement. They must also possess the ability to build and maintain strong relationships with donors, maintain an accurate list of contacts, provide proper customer service to donors, price estimates, and understand the materials supply stream.  Proficient knowledge of Microsoft Excel and Outlook. 
Job Conditions...
Position is full-time (40 hours a week) and works Monday through Friday. Office hours are flexible. Evening and weekend work may be required. It is an exempt position. Conditions and benefits are contained in the Employee Handbook.
Priorities…
Trinity Habitat expects you to succeed in your actions and outcomes according to…

Core Values	Strategic Plan
Employee Handbook	Job Description
Operations Manual	Job Goals

 
General Responsibilities…

1. Provide calm, confident, and positive leadership to the entire organization.
2. Disseminate information readily to stake holders as appropriate.
3. Submit accurate reports according to deadlines.
4. When confronted with things with which you question, disagree, or have a concern, speak directly with those involved.
5. Ensure that your area, office, and/or building is clean, organized, safe, and in compliance with all codes.
6. Comply with grant requirements accordingly.

1. Wholly manage a primary agency program.
2. Routine, independent, subjective and significant decision-making is required.
3. Management Philosophy & System:
   1. Deploy Gung Ho management principles and practices.  It is necessary to read the book Gung Ho by Ken Blanchard
   2. Utilize the Traction EOS management system.  It is necessary to read the book Traction by Gino Wickman.
4. Program budget creation and adherence.
5. Assist the agency in the creation and operation of checks/balances to ensure system wide integrity.  Think in terms of fraud and theft prevention.
6. Create and maintain relationships with Habitat for Humanity International and other Habitat affiliates.
7. Independently represents the agency outside of the office/warehouse/store.
8. Authority to deviate from Operations Manual without prior approval for special circumstances.

 
Specific Responsibilities:
1. Investigate ALL opportunities for In-kind Products and/or Reduced Pricing for Construction.
2. Bid turn-key packages for Construction Activities — includes negotiation for In-kind and/or reduced/bulk pricing.
3.  Evaluate what products we can get In-kind that can be provided to subs and still allow the turn-key concept and procure those items.
4. Negotiate and bid construction trades not currently turn-key.
5. Coordinate deliveries and supply activities with Construction staff.
6. Create a tracking and supply system.
7.  Maintains necessary paperwork and reporting —
i. Report 1K donations to Accounting
ii. Coordinate Razor's Edge Data Entry with Construction Administrator
iii. Coordinate with Construction Administrator any required documentation for 1K compliance.
8. Coordinate opportunities and communication as needed with the Development Department, ReStore, and other New Materials Acquisitions Manager focused on ReStore.

1. Provide outstanding customer service to all donors.
2. Any other duties deemed necessary by the COO and Senior Director of Construction

9. Get bids and quotes for materials and services to complete the home.
10. Assist in projecting final build cost of a home.
11.Make estimates on the total cost of a home, trade by trade based on historical data and/or bids
12. Send out purchase orders to subcontractors and suppliers.
13. First approval of invoices and coding them to correct cost category.
14.Expand Habitat’s contractor pool to increase competitive pricing
15.Assist in creating and updating accurate and complete scopes of work for trades
16. Communicate scopes of work and expectations of working with Habitat to contractors.
17. Procure and select contractors that provide the best value in terms of quality of work, cost, and customer service.
18. Maintain compliance related to construction with grants on bidding and other administrative tasks.
19.Institue and maintain an inventory of materials at warehouse to be used on the build site.
Misc.

1. Ability to lift 50 lbs.
2. Other duties as assigned

 
Understanding & Acceptance…
I understand and am comfortable working for Fort Worth Area Habitat for Humanity, Inc dba Trinity Habitat for Humanity, which is a social service, nonprofit Christian ministry.  I have read and understand the requirements and responsibilities defined in this job description.  In addition, I understand that the position has the potential to be redefined as necessary over the course of my employment. I accept the position of Solicitation/Purchasing Manager and commit to performing to the best of my ability.
 
Fort Worth Area Habitat for Humanity, Inc dba Trinity Habitat for Humanity is an Equal Opportunity company.  Applicants are considered without discrimination regarding race, color, religion, sex, national origin, age, disability or other protected status.