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Departments We Serve
What We Do
The Physical Facilities Material Expeditors procure parts, material, services, and gather information for reactive and preventive maintenance charged to Work Orders using University purchasing and O&M departmental guidelines. The Expeditors are responsible for ordering, tracking and receiving construction and maintenance materials and services for the electrical, mechanical and structural areas of Physical Facilities. Their job is to source products and services, which include identifying the best vendor for items using the following criteria: the best service, the best price, and having parts and services readily available.
Material Expeditors also consult with the Project Coordinators, Project Managers, supervisors, craft persons and vendors for the coordination of information and procurement of goods and services. The Expeditors also assist in resolution of “problem orders” (wrong items, lost orders, receiving problems, etc…). The goal of an Expeditor is to work with vendors or salespeople to get the best service and price available to the University. In addition to procuring parts and services, the Expeditor team provides training to Physical Facilities maintenance personnel for SRM and online catalog ordering.
The Physical Facilities Material Expeditors perform all facets of the procurement process with designated purchasing authority up to $10,000 on regular orders and full purchasing authority on emergency and exception basis orders. This includes acquiring competitive quotes for orders between $5,000 and $10,000 as necessary. Expeditors provide fiscal approval on the procurement of goods and services up to $10,000 ensuring allocability, allowability and funds availability.
How We Do our Jobs
Approval flow for orders over $10,000
When an order is received by an Expeditor that is over $10,000.00, the Expeditor will contact Purchasing to get 3 bids as required by state statute. The Expeditor will provide all the information to the Purchasing Agent/Buyer that they have available to them (quotes, pertinent information, etc…) and place the PO in “Held” status in the system.
Once the Purchasing Agent/Buyer receives the bids back, the Expeditors will work on the “Held” PO and put RFQ #, the correct vendor, and correct information into the system. Appropriate approvers will be added to the PO workflow after the Expeditors. The PO will then be “ordered” and will route to the appropriate fiscal approvers for approval before being sent to the vendor.
Material Expeditors Roles and Signature Authority
Material Expeditors hold both a Fiscal Approver Role as well as a Procurement Professional Role. In the Fiscal Approver Role, the material expeditors can approve any procurement on work orders up to $10,000 before they are required to add additional fiscal approvers into the work flow routing path. In the Procurement Professional Role, the material expeditors can process any procurement on work orders up to $10,000. For orders over $10,000, central Purchasing is notified so they can initiate the bidding process. The order is put on hold from a fiscal perspective and is not fully approved by the next level approver until the bidding process is complete.