Purchasing Specialist

Job Description

Job Description

About The Role

The Purchasing Specialist supports the efficient and cost-effective operation of the IBHS Research Center. This role coordinates purchasing, sourcing, vendor communication, receiving, fixed-asset tracking, shipping, supply inventory, and related administrative activities.

Working closely with Research Center employees, Finance, and external vendors, the coordinator helps ensure equipment, materials, supplies, and services are competitively sourced, properly approved, accurately documented, and available when needed.

IBHS Research Center operations depend on timely purchasing, accurate records, reliable vendors, and well-coordinated onsite support. This position helps keep daily operations moving by managing purchasing details from request through receipt, supporting cost control, maintaining documentation, and helping employees get the materials and supplies they need.

• Coordinate purchasing for Research Center equipment, materials, supplies, and services.

• Create and process purchase requisitions and purchase orders in accordance with IBHS policies and approval requirements.

• Research suppliers and identify sourcing options based on price, quality, availability, service, and delivery needs.

• Obtain and compare competitive quotes to support cost-effective purchasing decisions.

• Place approved orders, monitor order status, and communicate updates through delivery and receipt.

• Review purchasing requests for accuracy, required approvals, specifications, and supporting documentation.

• Communicate with vendors about order changes, delivery requirements, cancellations, shortages, damaged goods, and other fulfillment issues.

• Maintain accurate purchasing records, vendor information, price lists, quotes, contracts, and supporting documentation.

• Support vendor performance review by tracking pricing, responsiveness, quality, and delivery reliability.

• Identify opportunities to consolidate purchases, improve sourcing practices, and control costs without compromising operational needs.

• Receive and verify deliveries against purchase orders, packing slips, and supporting documentation.

• Notify employees when orders arrive and communicate promptly about delays or fulfillment issues.

• Coordinate resolution of incorrect, incomplete, damaged, or delayed shipments.

• Maintain appropriate inventory levels for office, shipping, and other approved Research Center supplies.

• Help ensure purchased goods are routed, stored, and documented appropriately.

• Create and apply fixed-asset tags to applicable equipment and property.

• Maintain asset records and supporting documentation.

• Assist Finance with the annual physical inventory and reconciliation of Research Center assets.

• Coordinate incoming and outgoing mail and shipments, including labels, pickups, package tracking, and delivery sorting.

• Serve as the Research Center liaison for shipping, mailing, and delivery providers.

• Maintain organized mailroom, printing, and shared supply areas.

• Coordinate supplies and materials for visitors, tours, meetings, and events.

• Provide backup support for telephone and gate coverage when needed.

• Assist with meeting and event setup, including materials, food, and refreshments.

• Provide administrative and operational support for Research Center projects as needed.

• Protect the confidentiality of financial, proprietary, and other sensitive information.

Requirements

• At least two years of experience in purchasing, procurement support, vendor management, inventory coordination, accounting support, or a related role.

• Experience sourcing goods or services, obtaining competitive quotes, negotiating pricing, and working directly with vendors.

• Experience creating purchase orders, receiving shipments, reconciling documentation, and maintaining detailed purchasing records.

• Proficiency with Microsoft Excel, Word, Outlook, and other Microsoft 365 applications.

• Business-fluent English with strong written and verbal communication skills.

• Sound judgment, discretion, and experience handling confidential financial, proprietary, or sensitive information.

• Eligible to work in the United States.

• Associate degree in business administration, accounting, finance, supply chain, procurement, or a related field.

• Experience with Parmount WorkPlace and Financial Edge or another purchasing, accounting, or enterprise resource planning system.

• Experience supporting fixed-asset tracking, inventory reconciliation, or shipping coordination.

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Training & Development