National Purchasing Specialist
J.F. Shea Family of Companies, Littleton, Colorado, United States, 80130
Job Brief
The National Purchasing Specialist (NPS) is responsible for the procurement of assigned vertical trade categories. The NPS will serve on a national category team where they will work with their peers to manage costs at a national level.
Employment Status:
Full Time
Pay Range:
$85,000-$105,000
Dept.:
The NPS is responsible for competitive bidding, analyzing, negotiating, and awarding contracts to Trades who are approved by both Purchasing and Division OPS leaders. In addition to procurement duties, the NPS is responsible for assembling and maintaining budgets, preparing documents for inclusion into trade contract agreements, completing 30/60/90 day as well as 5-year inflation forecasts, tracking commodity cost drivers, managing supply chain risk and other duties related to the purchasing process. Purchasing Offices provide important services to the divisions; it is the NPS's responsibility to respond timely to division needs and perform in keeping with established service standards and metrics.
Summary of Position Requirements:
Purchasing Strategy 1. Maintain a bidding workload schedule for all communities. Evaluate and recommend to competitively bid or re-price contracts for in-progress communities. 2. Collaborate with Division OPS to identify those trades critical to achieving operational objectives to secure necessary trade capacity (Strategic Trade Relationships - STR) in order to achieve start, quality, service, safety and closing goals. 3. Inform Division Business Leaders of the prevailing purchasing strategy and gain their concurrence. 4. Evaluate bid awards based on combined plan and option frequency to minimize total costs and maximize total revenue.
Specifying 1. Research new products, features and amenities for cost effectiveness and marketability. 2. For new communities, collaborate with colleagues on the development of feature specifications commensurate with the competitive market requirements. 3. Prepare and confirm with NPO supervisor all specifications, amenities and options for a community or series of homes. 4. Participate in value engineering, preliminary architectural reviews, feature & specification meetings, and model walks. 5. Develop Product Specifications for the project. 6. Always pursue the objective of simplicity when specifying features, materials, etc. 7. After the contract is awarded, assemble and distribute the product specifications to the Division.
Budgeting 1. Assist in the preparation of the proforma direct construction cost estimate. 2. Prepare the Pre-bid budget estimate at a cost code level. 3. Provide cost and trade information to Administrator to maintain accurate budgets and report budget adjustments to the division or business unit. 4. Review budgets and maintain a Revised Budget estimate compared to the Original Budget with the NPO supervisor and Division Business Leaders. 5. Update monthly the Direct Construction Cost report and provide a cost outlook as well as a quarterly and 5-year inflation forecast for assigned trade categories.
Bidding 1. Maintain bid list with pre-qualified bidders per trade category. Review qualified vendor list with Operations. 2. Establish and hold trades accountable for meeting bid due dates. 3. Prepare and distribute all onsite bid sheets and packages. 4. Obtain unitized pricing to include material quantities, SKU pricing, labor rates and standard labor hours to complete the scope of work. 5. Obtain written bids for all quotations including production, option and alternate pricing, bid concessions, model home discounts, and sales complex upgrades. 6. Obtain, analyze and negotiate option costs before awarding base house contracts.
Analyze, Qualify, Negotiate 1. Spread and compare bids for the cost of base house and optional offerings using historical or projected product mix and option frequencies. 2. Identify and resolve bid discrepancies with each bidder. 3. Review and consider proposed substitutions. 4. Obtain Division approval for all substitutions, revise and update scopes and feature specifications to incorporate approved substitutions. 5. Review all substitutions or scope of work changes with each bidder. 6. Identify lowest qualified bidder and compare to pro-forma budget estimate at a cost code level. 7. Identify a list of low-cost providers at a plan and option level. Negotiate with Trades at a plan and option level to achieve costs that are at or below budget. 8. Strive to achieve lowest total cost of ownership.
Award Contract 1. Prepare bid analysis / award recommendation summarizing the final bids for each qualified bidder. 2. Review award recommendations with Division and secure approvals in keeping with Shea's Award Approval Process. 3. Reconcile Division feedback and receive approved and signed award recommendation. 4. Receive single bidder award approval and approval for any company who has been in business less than 5-years. 5. Advise successful trade of award decision, notify all other bidders of award decision. 6. Transmit complete and accurate award package to the National Purchasing Administrator for processing. 7. Review accuracy of all contract documents. 8. Ensure all suppliers and trades have a complete signed contract before they start work. 9. Confirm all suppliers and trades have met Shea's insurance requirements before they start work.
Change Order Management 1. Validate cost increases by using should cost models. 2. Assemble required information to process contract change orders for substitutions, scope of work changes, code updates, etc. 3. Transmit complete and accurate change order package to National Purchasing Administrator in for processing
Contract Management 1. Validate cost increases by using should cost models, comparative cost models, data received during the bidding event, costs from other Shea markets, intel from other trades who did not receive the bid award, etc. to prevent trade contractor margin creep at Shea's expense. 2. Assemble required information to process contract change orders for substitutions, scope of work changes, code updates, etc. 3. Transmit complete and accurate change order package to National Purchasing Administrator for processing
Cost Reduction / Management 1. Track costs for needed building materials, services, prevailing labor rates, and other related cost components for each assigned trade contract category. 2. Update bid sheet to accurately reflect the cost components of each assigned trade contract category. 3. Evaluate and compare bids to current and prevailing prices (for the items outlined in #1 above) for the region and across the company. 4. Qualify and negotiate trade costs based upon prevailing prices. 5. When specifying, review and apply all appropriate national account pricing and rebate programs 6. Advise NPO supervisor immediately of substantive changes or variation from the approved Direct Construction Cost budget.
Administrative 1. Obtain required information from manufacturers, suppliers, and trades to facilitate the work of purchasing administrators, sales, field supervision, etc. 2. Check all work products for accuracy. 3. Review aged and overdue reports to assure the timely completion of assigned tasks. 4. Prioritizes data record accuracy. Provides timely submittals to the National Data Center (NDC) to assure accurate data in all systems. 5. Maintains national rebate template to accurately reflect all National Accounts used.
Trade Relations 1. Identify trade contractors whose performance and capacity make them strategically important to the division. 2. Assist construction management in resolving Trade issues. 3. Maintain professional, win-win working relationships with Trade Contractors through honest and open exchange of information and ideas. 4. Participate in Trade/Safety Council meetings and committees as required. 5. Assist SHPIP administrator in gaining Trade adherence to insurance requirements.
Knowledge / Experience 1. Bachelor's degree or equivalent combination of education and experience. 2. Previous experience in a continuous improvement environment. 3. Mainframe and personal computer proficiency, including Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, E1. 4. Three years' experience in the homebuilding industry. 5. Two years' experience in residential purchasing. 6. Field construction experience a plus.
The National Purchasing Specialist (NPS) is responsible for the procurement of assigned vertical trade categories. The NPS will serve on a national category team where they will work with their peers to manage costs at a national level.
Employment Status:
Full Time
Pay Range:
$85,000-$105,000
Dept.:
The NPS is responsible for competitive bidding, analyzing, negotiating, and awarding contracts to Trades who are approved by both Purchasing and Division OPS leaders. In addition to procurement duties, the NPS is responsible for assembling and maintaining budgets, preparing documents for inclusion into trade contract agreements, completing 30/60/90 day as well as 5-year inflation forecasts, tracking commodity cost drivers, managing supply chain risk and other duties related to the purchasing process. Purchasing Offices provide important services to the divisions; it is the NPS's responsibility to respond timely to division needs and perform in keeping with established service standards and metrics.
Summary of Position Requirements:
Purchasing Strategy 1. Maintain a bidding workload schedule for all communities. Evaluate and recommend to competitively bid or re-price contracts for in-progress communities. 2. Collaborate with Division OPS to identify those trades critical to achieving operational objectives to secure necessary trade capacity (Strategic Trade Relationships - STR) in order to achieve start, quality, service, safety and closing goals. 3. Inform Division Business Leaders of the prevailing purchasing strategy and gain their concurrence. 4. Evaluate bid awards based on combined plan and option frequency to minimize total costs and maximize total revenue.
Specifying 1. Research new products, features and amenities for cost effectiveness and marketability. 2. For new communities, collaborate with colleagues on the development of feature specifications commensurate with the competitive market requirements. 3. Prepare and confirm with NPO supervisor all specifications, amenities and options for a community or series of homes. 4. Participate in value engineering, preliminary architectural reviews, feature & specification meetings, and model walks. 5. Develop Product Specifications for the project. 6. Always pursue the objective of simplicity when specifying features, materials, etc. 7. After the contract is awarded, assemble and distribute the product specifications to the Division.
Budgeting 1. Assist in the preparation of the proforma direct construction cost estimate. 2. Prepare the Pre-bid budget estimate at a cost code level. 3. Provide cost and trade information to Administrator to maintain accurate budgets and report budget adjustments to the division or business unit. 4. Review budgets and maintain a Revised Budget estimate compared to the Original Budget with the NPO supervisor and Division Business Leaders. 5. Update monthly the Direct Construction Cost report and provide a cost outlook as well as a quarterly and 5-year inflation forecast for assigned trade categories.
Bidding 1. Maintain bid list with pre-qualified bidders per trade category. Review qualified vendor list with Operations. 2. Establish and hold trades accountable for meeting bid due dates. 3. Prepare and distribute all onsite bid sheets and packages. 4. Obtain unitized pricing to include material quantities, SKU pricing, labor rates and standard labor hours to complete the scope of work. 5. Obtain written bids for all quotations including production, option and alternate pricing, bid concessions, model home discounts, and sales complex upgrades. 6. Obtain, analyze and negotiate option costs before awarding base house contracts.
Analyze, Qualify, Negotiate 1. Spread and compare bids for the cost of base house and optional offerings using historical or projected product mix and option frequencies. 2. Identify and resolve bid discrepancies with each bidder. 3. Review and consider proposed substitutions. 4. Obtain Division approval for all substitutions, revise and update scopes and feature specifications to incorporate approved substitutions. 5. Review all substitutions or scope of work changes with each bidder. 6. Identify lowest qualified bidder and compare to pro-forma budget estimate at a cost code level. 7. Identify a list of low-cost providers at a plan and option level. Negotiate with Trades at a plan and option level to achieve costs that are at or below budget. 8. Strive to achieve lowest total cost of ownership.
Award Contract 1. Prepare bid analysis / award recommendation summarizing the final bids for each qualified bidder. 2. Review award recommendations with Division and secure approvals in keeping with Shea's Award Approval Process. 3. Reconcile Division feedback and receive approved and signed award recommendation. 4. Receive single bidder award approval and approval for any company who has been in business less than 5-years. 5. Advise successful trade of award decision, notify all other bidders of award decision. 6. Transmit complete and accurate award package to the National Purchasing Administrator for processing. 7. Review accuracy of all contract documents. 8. Ensure all suppliers and trades have a complete signed contract before they start work. 9. Confirm all suppliers and trades have met Shea's insurance requirements before they start work.
Change Order Management 1. Validate cost increases by using should cost models. 2. Assemble required information to process contract change orders for substitutions, scope of work changes, code updates, etc. 3. Transmit complete and accurate change order package to National Purchasing Administrator in for processing
Contract Management 1. Validate cost increases by using should cost models, comparative cost models, data received during the bidding event, costs from other Shea markets, intel from other trades who did not receive the bid award, etc. to prevent trade contractor margin creep at Shea's expense. 2. Assemble required information to process contract change orders for substitutions, scope of work changes, code updates, etc. 3. Transmit complete and accurate change order package to National Purchasing Administrator for processing
Cost Reduction / Management 1. Track costs for needed building materials, services, prevailing labor rates, and other related cost components for each assigned trade contract category. 2. Update bid sheet to accurately reflect the cost components of each assigned trade contract category. 3. Evaluate and compare bids to current and prevailing prices (for the items outlined in #1 above) for the region and across the company. 4. Qualify and negotiate trade costs based upon prevailing prices. 5. When specifying, review and apply all appropriate national account pricing and rebate programs 6. Advise NPO supervisor immediately of substantive changes or variation from the approved Direct Construction Cost budget.
Administrative 1. Obtain required information from manufacturers, suppliers, and trades to facilitate the work of purchasing administrators, sales, field supervision, etc. 2. Check all work products for accuracy. 3. Review aged and overdue reports to assure the timely completion of assigned tasks. 4. Prioritizes data record accuracy. Provides timely submittals to the National Data Center (NDC) to assure accurate data in all systems. 5. Maintains national rebate template to accurately reflect all National Accounts used.
Trade Relations 1. Identify trade contractors whose performance and capacity make them strategically important to the division. 2. Assist construction management in resolving Trade issues. 3. Maintain professional, win-win working relationships with Trade Contractors through honest and open exchange of information and ideas. 4. Participate in Trade/Safety Council meetings and committees as required. 5. Assist SHPIP administrator in gaining Trade adherence to insurance requirements.
Knowledge / Experience 1. Bachelor's degree or equivalent combination of education and experience. 2. Previous experience in a continuous improvement environment. 3. Mainframe and personal computer proficiency, including Microsoft Office Suite: Word, Excel, PowerPoint, Outlook, E1. 4. Three years' experience in the homebuilding industry. 5. Two years' experience in residential purchasing. 6. Field construction experience a plus.