Procurement Specialist

Procurement Specialist

Club Location: Arcis Golf - Corporate Office - Dallas, TX

Arcis Golf team members thrive on anticipating needs, forging connections, and elevating experiences for our team, members, and guests. We are an inclusive team of unique individuals who show up each day with a grateful spirit, humble heart, and a genuine respect for one another.

Overview The Procurement Specialist supports sourcing, vendor coordination, purchasing, and contract administration activities across a portfolio of golf and hospitality properties. This role assists with procurement and contracting for both capital improvement projects (e.g., course renovations, clubhouse upgrades, and facility improvements) and day-to-day operational needs (including equipment, FF&E, supplies, and services). The position focuses on efficient execution of contracts, vendor support, cost control, and compliance with established procurement policies and procedures across multiple locations.

Core Components of the Role

• Capital Projects Procurement & Vendor Coordination
• Support procurement activities for capital improvement projects, including renovations, construction, irrigation, and facility upgrades.
• Assist with sourcing contractors, subcontractors, and specialty vendors.
• Prepare bid packages, collect proposals, and support RFP/RFQ processes.
• Coordinate with project managers, superintendents, and property leadership on purchasing timelines and delivery schedules.
• Track vendor performance, delivery status, and project-related purchasing commitments.
• Help maintain documentation related to project contracts, bids, and vendor records.
• Operational Procurement & Equipment Purchasing
• Process purchase requests and purchase orders for operational goods and services across multiple properties.
• Support procurement of turf equipment, kitchen equipment, maintenance supplies, FF&E, and other operating needs.
• Coordinate with approved vendors to obtain pricing, availability, and delivery schedules.
• Ensure timely fulfillment of orders while monitoring cost and quality expectations.
• Assist with maintaining preferred vendor programs and pricing agreements.
• Help identify savings opportunities through quote comparisons, vendor consolidation, and standardization.
• Maintain purchasing records and support inventory coordination where needed.
• Contract Administration, Financial Support & Compliance
• Support contract administration processes in accordance with established approval thresholds and company procedures.
• Compile information to construct contract templates for legal review and oversee execution
• Maintain contract files, renewal calendars, and documentation for executed agreements.
• Assist with contractor compliance requirements, including collection and tracking of certificates of insurance (COI).
• Coordinate change order documentation, approvals, and tracking for capital and operational projects.
• Partner with insurance adjusters, vendors, and the accounting team to support property insurance claims, including documentation and invoice tracking.
• Reconcile invoices and purchase orders, helping ensure accurate billing and coding.
• Maintain procurement records to support audits, reporting, and budget tracking.
• Escalate supplier, contract, or compliance issues to management as needed.

Qualifications

Bachelor's degree in Business, Supply Chain, Hospitality Management, Construction Management, or related field preferred.

2–5+ years of experience in procurement, purchasing, vendor management, or related administrative functions.

Experience in hospitality, golf, property management, construction, or multi-site operations preferred.

Familiarity with purchase order systems, ERP platforms, or procurement software.

Strong organizational skills with the ability to manage multiple priorities and deadlines.

Proficiency in Microsoft Excel, Word, and related business tools.

Key Competencies

Vendor coordination and relationship support

Purchasing accuracy and attention to detail

Contract and document administration

Cost awareness and financial discipline

Strong communication and follow-through

Multi-tasking and deadline management

Cross-functional collaboration

Problem-solving and service orientation

Arcis Golf provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Arcis participates in E-Verify, the government program that certifies an employee's right to work for us in the U.S.