SUMMARY
The Director, Office Services and Purchasing helps keep our workplace running safely, smoothly, and with our people and business needs in mind. This role oversees facilities and property management, purchasing, and office services for the company’s New Jersey and Connecticut locations, serving as a trusted point of contact when building, vendor, purchasing, or office service needs arise.
Success in this role means knowing who to call, how to coordinate, and how to follow through so issues are resolved quickly and effectively. The Director works closely with property management companies, internal teams, vendors, and service providers to support safe, efficient, and well-maintained facilities, including tenant-related needs at the Parsippany location and urgent facilities matters that may require after-hours attention.
The Director also champions smart, ethical, and cost-conscious purchasing practices. This includes supporting clear policies, procedures, and controls; protecting the company’s interests; and identifying practical ways to improve service, efficiency, and value across purchasing, property management, and office services.
ESSENTIAL DUTIES AND JOB RESPONSIBILITIES
- Serves as the primary point of contact for facilities and property management issues across company locations, including urgent and after-hours needs, and coordinates timely resolution through internal teams, property management, vendors, and service providers.
- Oversees the condition, safety, and functionality of company facilities, including building systems, repairs, maintenance, cleaning, security, access controls, and related records.
- Coordinates with the property management company on building-related matters, tenant communications, vendor response, emergency situations, capital improvement projects, and follow-up to ensure issues are addressed promptly and appropriately.
- Reviews and approves repair quotes, building invoices, weekly disbursements, and related expenses for Delta Dental office space and 1639 Real Estate, ensuring accuracy and appropriate cost control.
- Reviews security and access reports, including weekend access, restricted-area access, and quarterly access reviews for designated departments.
- Participates in annual audits related to purchasing, building operations, physical security, SOC, and HITRUST controls, and supports compliance with established procedures.
- Leads, delegates, and follows up with purchasing, facilities, office services, and mailroom staff to ensure work is completed accurately, efficiently, and in alignment with company needs.
- Oversees company purchasing activities to obtain cost-effective goods and services, ensure appropriate authorization and documentation, and maintain legal, ethical, and policy-compliant purchasing practices.
- Reviews and approves purchase orders, vendor setup, bid waivers, contracts, Concur invoices, Amazon orders, and other purchasing requests in accordance with company procedures.
- Negotiates with suppliers as needed and ensures agreements, purchase orders, contracts, and related documents are properly reviewed and approved by the appropriate business owner, Director, or Legal Department.
- Monitors supplier performance, purchasing processes, and business needs to identify cost efficiencies, anticipate issues, and recommend improvements.
- Prepares, approves, and monitors purchasing and building-related budgets and keeps management informed of significant business, facility, supplier, or cost-related developments.
- Oversees Office Services and mailroom operations, including mail processing, print and mail requests, Salesforce order fulfillment, meeting setup, offsite inventory, and the master key box.
- Uses applicable business systems and tools, including Microsoft Dynamics, SAP Concur, Amazon Business, building/security systems, and related vendor or property management platforms.
Authority and Limitations of Authority
The Director, Office Services and Purchasing has the authority to review, approve, or decline suppliers based on business need, vendor performance, compliance requirements, and company interests. The Director may authorize or approve purchases requested by authorized personnel, provided the appropriate budget approval and required documentation are in place.
The Director may sign purchase orders and delegate purchasing or buying authority to appropriate team members within established company policies, procedures, and approval limits.
QUALIFICATIONS FOR DIRECTOR
- Bachelor’s degree in Business Administration, Accounting, Finance, Facilities Management, or a related field; or equivalent experience and training.
- Minimum of four years of purchasing, facilities, property management, office services, or related operational experience.
- Minimum of two years of supervisory experience, including the ability to delegate, follow up, and lead work across multiple functions.
- Strong understanding of purchasing practices, vendor management, property control, business contracts, budgets, and basic accounting principles.
- Ability to coordinate timely resolution of facilities, property management, purchasing, and office services issues, including urgent or after-hours matters.
- Strong communication, organizational, problem-solving, and follow-through skills, with the ability to manage multiple priorities and deadlines.
- Ability to evaluate purchasing specifications, develop bid requirements, review vendor documentation, and identify opportunities to improve processes, service levels, and cost efficiency.
- Proficiency with business systems and tools used for purchasing, payments, reporting, and facilities/security oversight.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and perform extensive close keyboard and PC work. The employee frequently is required to walk, talk or hear. The employee is occasionally required to stand and reach with hands and arms.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
This classification will be required to sign a confidentiality agreement.
About Delta Dental Of New Jersey & Connecticut
Delta Dental of New Jersey, Inc. is New Jersey's leading dental benefits company, providing or administering coverage to more than 2.2 million people through contracts with groups and individuals in New Jersey and Connecticut. In Connecticut, Delta Dental of Connecticut, Inc. is a licensed insurer that writes dental and vision coverage on an insured basis, and Delta Dental of New Jersey administers self-funded dental benefit programs.
Offering dental benefits since 1969, Delta Dental of New Jersey's mission is to promote oral health to the greatest number of people by providing accessible dental benefit programs of the highest quality, service, and value. Through its philanthropic arm, the Delta Dental of New Jersey Foundation awards more than $1M in grants annually to support access to dental care and education for underserved children, seniors, veterans, and those with special needs, as well as funds workforce development programs for dental assisting and dental hygiene across New Jersey and Connecticut.
Benefits
In addition to a great culture, we offer excellent benefits including medical, dental, vision, life insurance, short and long-term disability, spending accounts, and matching 401k. We value our associates and support everyone with learning and development, recognition programs, active wellness and diversity initiatives, tuition reimbursement, and generous paid time off to recharge – even paid time off to volunteer at causes that you care about.
The benefits set forth in this posting reflect DDNJ’s benefits policies in place at the time of posting, as are made available to other similarly situated employees of DDNJ, although participation is at all times in accordance with and subject to the eligibility and other provisions of such plans and programs. DDNJ reserves the right, in its sole discretion, to prospectively modify or terminate any of its benefits plans or programs at any time and for any reason, to the extent permitted by applicable law. DDNJ complies with all applicable state and federal wage and hour, pay equity and pay transparency laws.
Delta Dental of New Jersey Inc is an equal opportunity employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, sexual orientation, gender identity, national origin, genetics, disability, marital status, age, veteran status, domestic partner status, medical condition or any other characteristic protected by law.
