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Provident Bank · 2 hours ago

Purchasing and Mailroom Administrator

Woodbridge, NJ

Full-time

Onsite

Mid, Senior Level

$59K/yr - $84K/yr

3+ years exp

Provident Bank is a highly regarded financial institution in New Jersey committed to enhancing customer and employee experiences. The Purchasing and Mailroom Administrator oversees the bank’s centralized purchasing program, ensuring cost-effective procurement and managing vendor relationships while supporting operational efficiency.

Financial Services

Responsibilities

Supervises a shared Receptionist/Purchasing Assistant and third-party mail services provider

Manages procurement of all operational supplies, printed materials, furniture, equipment, and services

Leads vendor negotiations regarding pricing, quantity, quality, delivery, and payment terms

Administers the Office Supplies Program, including order approvals, user/system access, and invoice review

Conducts competitive sourcing and secures management approvals following bank policy

Maintains strong vendor and internal customer relationships

Manages full vendor lifecycle: sourcing, due diligence, contract adherence, performance, and risk assessment

Maintains and updates requisition forms, inventory records, equipment lists, and service contracts

Tracks order history, pricing, and usage trends to improve purchasing efficiency and capture savings

Manage surplus assets, coordinate reuse, resale, donation, or appropriate disposal of obsolete items

Approves invoices and obtains additional authorizations as required by policy before submitting for processing

Assists with preparation of the annual capital expenditure budget

Develops and maintains purchasing-related policies and crisis management procedures

Serves as Vendor Relationship Manager for third-party courier services; manages routing changes, billing, and service quality

Oversee daily operations of USPS, UPS, and outsourced mail service providers

Contributes to the definition and administration of Facility Standards

Provides project support for Facilities upfit and refresh efforts, including sourcing of furnishings and non-IT equipment

Collaborate with Project Managers and stakeholders from planning through implementation

Obtains vendor cost estimates, prepares budget approvals, and schedules deliveries

Assists with property decommissioning and creates inventories to ensure proper handling of furnishings and equipment

Travel to bank or vendor locations as required

Evening or weekend work may be required on an as-needed basis

Performs other related duties and special projects assigned

Qualification

Procurement experienceVendor managementMS Office proficiencyNegotiation skillsBudget preparationInventory managementSupervisory experienceProject supportReport writingCommunication skills

Required

High school plus 3 years related Procurement experience and/or training in the Procurement field

A demonstrated ability to source new products or vendors, and the ability to obtain bids

Experience in onboarding new vendors through a vendor management process, and strong negotiation skills

3 years supervisory experience

Must be proficient with MS Office programs; Outlook, Excel, and Word

Should be comfortable with operating a laptop, and learning new software programs and CMMS programs; i.e., ServiceNow

Ability to write, read, and understand documents such as policy manuals, safety rules, operating and maintenance instructions, and procedure manuals

Ability to write routine reports and correspondence

Ability to prepare Excel spreadsheets to identify cost savings and cost analysis for presentation to management and during bidding processes and for expense tracking

Must maintain a valid driver's license, possess a clean driving record, and undergo an annual motor vehicle record check to operate company vehicles

Alternatively, must have the means to travel to various Bank locations or vendors for off-site work