Procurement Specialist Job Description

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Procurement Specialist Job Description

Job descriptions
Retail and Consumer Products

Job summary 1

We are seeking a Procurement Specialist to analyze costs, negotiate contract details, and offer strategies and solutions to help companies better manage costs on supplies and vendor services. The incumbent will manage, direct, negotiate, and award complex high-value and unique acquisitions for goods and services. The Procurement Specialist acts as a consultant to departments and agencies and instructs internal and external personnel on laws, policies, procedures, and critical issues regarding procurement.

Duties & Responsibilities 1

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Reviews departmental requests and selects the appropriate procurement method.
Assists departments by providing market information needed for tactical and strategic planning.
Communicates verbally and in writing with management, co-workers, other City employees, vendors, contractors, the general public, and suppliers to establish and maintain effective working relationships.
With the input of subject matter experts and more experienced purchasing staff creates technical specifications and terms/conditions for the acquisition of goods, services, and professional services;
Prepares procurement documents (i.e. IFBs, RFPs, Contracts, Amendments, Renewals, etc.);
Reviews and modifies, as needed, specifications, purchase orders, contracts, change orders, and related documents;
- Facilitates supplier meetings, site inspections, and pre-bid conferences;
- Manages the procurement process for both competitive sealed bidding and competitive negotiations, and assists departments, agencies, and procurement staff with process compliance.
- Performs other duties as assigned.

Requirements & Skills 1

An Associate's Degree.
- Three (3) years of public procurement experience that required creating technical or general specifications, and/or modification of technical or general specifications prepared by others, soliciting bids/proposals, managing the competitive negotiation process, negotiating with professional and non-professional service providers, and preparing agreements for legal review.
- Experience utilizing an e-Procurement system.
- Work towards or current certification as a NIGP Certified Procurement Professional (NIGP-CPP), Certified Professional Public Buyer (CPPB), or Certified Public Purchasing Officer (CPPO).

Job summary 2

The Procurement Specialist performs daily procurement responsibilities, ensuring that all purchasing documents are properly coded, authorized, and entered for ordering. The incumbent works under the supervision of the Procurement Managers. They perform daily buying responsibilities independently, though in a team environment, and use initiative and judgment in investigating and resolving purchasing discrepancies following established guidelines.

Duties & Responsibilities 2

Using the software, preparing low-dollar purchase orders, verifying product, price, and quantity, and ensuring purchase order limits are not exceeded and meet company requirements.
Assist the Procurement team with data collection, sourcing, and document integrity
Communicate with end users by phone and/or email to assist with any procurement issues
- Communicate with vendors by phone and/or email to follow up on as well as educate internal customers regarding order status
- Knowledge of administrative support functions, remote work practices, procedures related to records management, personnel policies, and administrative procedures
- Provide general department support and other duties as assigned

Requirements & Skills 2

High school diploma or equivalent required
Working knowledge or background in Procurement and buying services
Proficient with Microsoft Office Suite (including Microsoft Excel, Outlook, and Teams) required
Excellent oral and written communication skills
- Well organized with attention to detail
- Ability to work remotely, local residency
- Experience with automated purchasing systems, i.e. ERP software system

Job summary 3

We are seeking a Procurement Specialist to support Procurement Category Managers. As a Procurement Specialist, you will support category managers in the implementation of sourcing strategies and collaborate with internal business partners and suppliers to reduce risks and costs for the Company. You will manage metrics to hold suppliers accountable for performance and delivery. Additionally, you will drive results through the management of competitive bidding processes and analyze data and market trends in support of the category managers. You will also support the continuous improvement of global Procurement processes and tools. The ideal candidate thinks long-term, drives initiatives, communicates appropriately and influences customers and suppliers at all levels. You must be collaborative. To be successful in this role you have a sense of urgency to meet customer timelines; exhibit an intense curiosity and learning drive; succeed in a fast-paced environment; engage and influence key stakeholders; and have a high level of customer focus and business judgment. Also, you must have a demonstrated track record of working on multiple projects and supporting their completion to meet business objectives.

Duties & Responsibilities 3

Requirements & Skills 3

Bachelor’s Degree from an accredited university or equivalent combination of education and experience
3+ years’ experience in a Procurement organization performing vendor management, contract management, and bidding
2+ years' experience as a Project Manager who can prioritize workload and manage projects within cost and schedule
Ability to communicate and report on market intelligence data, including commodity trends and labor indexes
- Experience in data centers, engineering, an infrastructure service provider, or a similar technology company
- Experience in improving Procurement systems and tools
- Proven ability to deep dive and develop innovative ideas for process challenges

Job summary 4

The Procurement Specialist's responsibilities include but are not limited to processing software/hardware/training orders; vendor relations; negotiating and/or securing discounts; handling hardware and software inventory management and ensuring margin accuracy on incoming and outgoing orders. This position works with cross-functional teams daily.

Duties & Responsibilities 4

Creating Purchase Orders (POs)
Submitting orders via various methods to vendors
Managing and securing discount agreements with vendors
Submitting information to finance
Handling a distribution box that has a vast amount of communication flowing in and out constantly
- Following through on shipping/delivery details and communicating updates to appropriate teams
- Processing Return Merchandise (RMA)s for both internal and external clients
- Generating license files from web-based portals and submitting for application of files to client

Requirements & Skills 4

Job summary 5

We are hiring a Procurement Specialist for a rapidly growing team. The individual in this role will be responsible for supporting the purchasing process from procuring to paying for the organization’s Procurement, Legal, Finance, and Accounts Payable departments.

Duties & Responsibilities 5

Responsible for coordinating and monitoring purchase requisitions and purchase orders through the approval process
Tasked with supporting the contract signature process from original routing, countering signature, and uploading into a contracts repository
- Assist in multiple categories by analyzing spending and volume patterns
- Responsible for preparing summary documents of negotiated pricing and contract terms and conditions
- Work closely with the company’s business partners to determine specific needs of the business

Requirements & Skills 5

Minimum 1+ years of experience procuring indirect spend categories
Strong ability to communicate effectively with business owners, legal vendors, and procurement staff
- Strong office software experience
- High degree of organization, ability to multi-task and follow processes
- Bachelor’s degree preferred, or equivalent combination of education and experience

Job summary 6

Under general direction, the Procurement Specialist is responsible for coordinating and conducting procurement and contract initiation, monitoring, or compliance activities, by the procurement and contracting policies and procedures. Working conditions are primarily inside an office environment. May supervise assigned staff.

Duties & Responsibilities 6

Requirements & Skills 6

Bachelor's Degree from an accredited college or university.
Four (4) years of progressively responsible procurement experience, contract management, preparation, or compliance in the public or private sector.
Knowledge of Microsoft Excel and Word.
Knowledge of SAP.
- E-Procurement Experience.
- Public Sector Purchasing Experience.
- Experience with state and federal grants.

Job summary 7

We are seeking an experienced Procurement Specialist to be an integral part of our supply chain operations and to help define our processes as our company scales. In this role, you will be responsible for strategic supplier sourcing, tactical purchasing, and analyzing costs to develop a more robust purchasing strategy for our Company. You will be essential in building an agile supply chain and ultimately ensuring our customers are getting the best level of service possible.

Duties & Responsibilities 7

Own and execute strategic sourcing and vendor selection. Implement RFQ process.
Issue purchase orders, monitor and manage purchase orders through their full lifecycle.
Manage relationships with suppliers. Evaluate performance and areas of opportunity.
Perform routine follow-up and effective resolution tactics to settle fulfillment issues and invoice variances.
Assist with inventory management as it relates to procurement activities.
- Collaborate cross-functionally with teams to take stocking positions and make purchasing decisions.
- Identify opportunities for implementation of cost savings and process improvements.
- Proactively manage the status of items as they move through the procurement lifecycle and communicate them to internal and external stakeholders promptly.

Requirements & Skills 7

2-3 years experience in procurement (life science distribution and/or hazardous materials experience strongly preferred)
Knowledge and application of the principles of supply chain
- Strong multi-tasking and organizational skills
- Fantastic written and verbal communication ability
- Bachelor's degree (in related field preferred)

Job summary 8

We are looking for a Procurement Specialist to join our team.

Duties & Responsibilities 8

Responsible for purchasing and negotiating materials, equipment, and supplies from vendors.
Evaluate vendor quotes and services to determine the most desirable suppliers.
- Track invoices from receipt through payment and maintain detailed records for audits.
- Track and monitor materiel and services from purchase through delivery and client acceptance.
- Build and maintain partnerships with vendors, and internal and external organizations.

Requirements & Skills 8

A Bachelor’s Degree plus 5 to 7 years of procurement experience.
- A current DoD security clearance or be able to obtain an interim clearance before hiring.
- United States (U.S.) citizenship.
- Ability to operate personal computers and have good knowledge and operational abilities with Microsoft Office tools.

Job summary 9

The Procurement Specialist is responsible for the equipment/parts order life cycle, from start to finish. This includes supporting and coordinating with the Sales and Service departments. Project planning and management for all equipment and parts orders, from start to finish, is managed by this role.

Duties & Responsibilities 9

Management and creation of quotes and contracts
Fulfills all equipment orders from Equipment Specialists, Territory Sales Representatives, and all internal/external customers while maintaining an optimum inventory of items and determining an ideal source for purchase
Manages invoices, prepares purchase orders, maintains equipment files, processes credits, and returns, and tracks first payment
Verifies orders upon receipt from the shipper and stages equipment for delivery or installation
Coordinates the installation of equipment with the Service Department, Equipment Specialist, Territory Salesperson, and the Customer
References master data vendor price lists and creates equipment files and notes in CRM
- Manages all warranty claims, manufacturer repairs, and item maintenance
- Manages the parts life-cycle: ordering, receiving, invoicing, returns, and inventory management
- Performs other duties as assigned

Requirements & Skills 9

Associate’s degree or above with general business or accounting concentration preferred, or 2-5 years equivalent experience
Has strong organizational, planning, and multi-tasking skills demonstrate sound judgment and excellent decision-making abilities, and show great attention to detail
Possesses strong interpersonal and communication skills, both written and verbal
Ability to positively contribute to the Branch team environment by taking initiative to learn and improve upon skillsets
Uses technology with efficiency, including Microsoft 365 and SAP CRM, and ECC platforms
- 1-3 years of previous experience in the Dental Industry
- Previous working experience with project management
- Bookkeeping/accounting experience preferred

Job summary 10

The Procurement Specialist performs subcontract awards and administration and works all aspects of implementing compliant procurements by the Laboratory’s approved procurement system. The Procurement Specialist will provide resolutions to an assortment of problems of moderately complex scope and will contribute to the fulfillment of projects and organizational objectives.

Duties & Responsibilities 10

Negotiating and awarding purchase orders/subcontracts
Managing and administering purchase orders/subcontracts
Interfacing with functional units, customers, auditors, and subcontractors
Providing solutions to customer acquisition issues
Providing purchase orders/subcontract interpretations and assisting with financial, legal, or technical issues, as required
- Formation, bid, evaluation, award, administration, and closeout of various types of large, highly complex purchase orders/subcontracts for goods and/or services
- Anticipate and resolve complex issues in creative and effective ways
- Participate in long-term planning activities with functional organizations involving multiple procurements requiring knowledge of acquisition strategies, procurement staffing capabilities and lead time requirements

Requirements & Skills 10

Frequently asked questions

What are procurement specialist duties and responsibilities?

A procurement specialist is a professional who is responsible for managing the procurement process for goods and services within an organization. They work with suppliers and other stakeholders to ensure that the organization's procurement needs are met efficiently and effectively.

The duties and responsibilities of a procurement specialist may include:

Identifying procurement needs and developing procurement plans and strategies

Conducting market research and identifying potential suppliers

Managing the procurement process, including issuing requests for proposals (RFPs), evaluating bids, negotiating contracts, and selecting suppliers

Developing and maintaining relationships with suppliers and stakeholders

Ensuring compliance with procurement policies and procedures

Monitoring supplier performance and managing supplier contracts

Analyzing procurement data and developing reports to identify trends and opportunities for improvement

Collaborating with other departments and stakeholders to ensure that procurement needs are met.

What are the skills of a procurement specialist?

To be a successful procurement specialist, one needs to have a combination of technical and personal skills, including:

Strong knowledge of procurement processes, policies, and procedures

Analytical and problem-solving skills to identify and address complex procurement issues

Good communication and interpersonal skills to collaborate with suppliers and other stakeholders

Attention to detail to ensure accuracy and precision in procurement processes and data analysis

Proficiency in procurement software and other relevant technology

Project management skills to manage multiple procurement initiatives simultaneously

Familiarity with supply chain management and logistics

Continuous learning and staying up-to-date with the latest advancements in procurement and supply chain management.

Overall, a procurement specialist plays a critical role in managing the procurement process for an organization. They must possess a combination of technical and personal skills to effectively manage procurement needs, collaborate with suppliers and stakeholders, and ensure compliance with procurement policies and procedures.

Olivia Powell
Recruiting expert

Last updated Sep 30

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Frequently asked questions

What are procurement specialist duties and responsibilities?

What are the skills of a procurement specialist?

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