Procurement Specialist

E KIPA MAI!

Island Energy Services (IES) is a locally managed and headquartered company offering attractive and stable career opportunities within Hawai’i’s highly competitive energy sector.  We are proud to be a local company and a leader in the logistics and distribution of energy products through our network of six terminals and 50 (and growing) retail locations throughout Oahu, Maui, Kauai, Moloka’i and Hawai’i islands.  IES is the official licensee of the Texaco brand in Hawai‘i. IES’ success is derived from our management’s keen understanding of what it takes to remain as a highly innovative business, placing significant emphasis on four key company values: “Kīnāʻole” – to do the right thing, “Aloha” – having respect for people, “Lōkahi” – teamwork, and “Hoʻohana” – work purposeful with intention.

These set of values set employee performance standards and are embedded in our decision-making process through execution of work deliverables. IES’ strong commitment to a Culture of Excellence are embodied through our actions of the 4 B’s: how we Believe, Behave, Belong and Become.  To achieve this culture, IES employs a highly trained, highly skilled, dedicated and passionate work force that collectively operates, enhances, and strategically drives both our Retail and Terminal Logistics business units.

General Summary Information

Under the general supervision of the Senior Vice President and General Counsel (SVPGC), the Procurement Specialist (PS) manages procurement and purchasing activities for IES. The ideal candidate will bring strong technical procurement and supplier expertise.  For the first six to nine months of employment, is the primary point of contact in the implementation of a new Contract Lifecycle Management (CLM) program (see other duties section for role and responsibilities). 

Desired competencies include proven competency skills with a high degree of accuracy and attention to detail.  Ideal candidate must be able to establish priorities under tight deadlines and have a proven track record as a motivated, self-starter who can work on multiple projects and priorities within a fast-paced environment.  Incumbent is expected to have advanced knowledge of Microsoft Office Suite programs. Prior relevant experience in refinery, manufacturing industries are preferred.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience

• Minimum five years of experience in heavy volume procurement functions.
• Experience with purchasing, inventory management, logistics coordination, supplier management, and invoice reconciliation preferred.
• Proven experience in multi-tasking of work projects

Skills

• Knowledge of procurement best practices, purchasing procedures, contract administration, and supply chain management.
• Ability to analyze quotations, negotiate pricing and delivery terms, and manage supplier relationships.
• Ability to review and reconcile purchase orders, receiving documentation, and vendor invoices.
• Strong organizational skills with the ability to manage multiple procurement activities and competing project deadlines.
• Understanding of freight, shipping, and logistics coordination.
• Ability to uphold to strict ethical standards: integrity, objectivity, and confidentiality.
• Proficient Microsoft Office Suite skills, including editing and proofreading.
• Ability to maintain automated and manual record keeping systems.
• Strong sense of team spirit and ability to transfer it to others.
• Ability to work independently.
• Ability to evaluate information and exercise good judgment in making decisions.
• Ability to maintain high level of confidentiality.
• Problem solving—the individual identifies and resolves problems in a timely manner and gathers and analyzes information as appropriate.
• Interpersonal Skills—the individual maintains confidentiality, remains open to others’ ideas and exhibits willingness to try new things.
• Oral communication—the individual speaks clearly and persuasively in positive or negative situations and demonstrates group presentation skills.   Ability to provide excellent customer service and customer relations.
• Written Communication—the individual edits work for spelling and grammar, presents numerical data effectively and can read and interpret written information.
• Planning/organizing—the individual prioritizes and plans work activities, uses time efficiently and develops realistic action plans.
• Quality control—the individual demonstrates accuracy and thoroughness and monitors own work to ensure quality.
• Adaptability—the individual adapts to changes in the work environment, manages competing demands and can deal with frequent change, delays or unexpected events.
• Dependability—the individual is consistently at work and on time, follows instructions, responds to management direction and solicits feedback to improve performance.
• Safety and security—the individual actively promotes and personally observes safety and security procedures and uses equipment and materials properly

Desirable Skills

• Contracts and Procurement experience in the fuel, energy, utilities, or transportation industry.

Other Requirements

• Willingness to commit to The Island Way (IES core values of): Kīnāʻole, Aloha, Lōkahi and Hoʻohana.
• Pass background check including periodic job-related physical abilities testing as required.
• This is a safety sensitive position and random drug testing is required.
• Valid driver’s license with clean abstract.
• Willingness to devote the time as needed to meet packet and task deadlines.
• Willingness to maintain or increase skills.
• Must be able to obtain a Transportation Worker Identification Card (TWIC) within sixty days of hire.

Responsibilities

ESSENTIAL FUNCTIONS

• As directed, prepares letters and other documents related to procurement including RFPs, RFQs, purchase orders, contract amendments, and any other solicitations.
• In collaboration with project managers, prepares, receives, reviews and coordinates bid package activities to ensure the procurement process is followed consistently and adheres to all IES company policies and procedures.
• Sources materials, equipment, supplies, and subcontracted services by obtaining quotations, evaluating vendors, negotiating pricing and delivery terms, and issuing purchase orders in accordance with company policies and project requirements.
• Expedites purchase orders by monitoring supplier performance, tracking order status, resolving delivery issues, and coordinating with vendors to ensure timely delivery of materials, equipment, and services to support project schedules.
• Coordinates logistics activities including shipping, receiving, freight, delivery scheduling, inventory movement, and material distribution to ensure efficient and timely support of operations and project requirements.
• Reviews supplier invoices for accuracy and completeness by verifying pricing, quantities, freight charges, taxes, receiving documentation, and purchase order compliance prior to payment processing. Works with vendors, project teams, and Accounting to resolve invoice discrepancies and payment issues in a timely manner.
• Manages relationships with contractors, vendors, suppliers, freight providers, and other service providers to ensure quality, cost effectiveness, and reliable performance.
• Reviews contractor and vendor information and documentation to ensure companies possess the required business permits, licenses, insurance, certifications, and qualifications necessary to provide services that meet IES company policies and standards.
• Maintains procurement, contract, and vendor records, including purchase orders, contracts, supplier files, bid documentation, and procurement reports in accordance with company policies and record retention requirements.
• Key administrator of Company’s contract lifecycle management program including supporting users of CLM company-wide.
• Monitors supplier performance, delivery schedules, procurement costs, and contract compliance while identifying opportunities for process improvements, cost savings, and operational efficiencies.
• Collaborates with project managers, project engineers, operations personnel, warehouse staff, finance, and accounting to ensure materials, equipment, and services are procured and delivered to meet project schedules and operational needs.
• Teamwork – Works effectively with coworkers and others by sharing ideas in a constructive, positive manner; listening to and objectively considering ideas and suggestions from others; keeping commitments; keeping others informed of work progress and issues; addressing problems and issues constructively to find mutually acceptable and practical solutions; and respecting the diversity of the IES workforce in actions, words, and deeds.
• Maintains commitment to a high standard of safety, comply with all safety laws and IES safety policies\rules and report actual and potential safety violations to appropriate supervisory or management personnel to further IES core value of safety.
• Maintains commitment to a high standard of compliance with all IES policies and procedures and reports actual and potential concerns as appropriate to management personnel to ensure IES core value of Kina’ole.

OTHER DUTIES:

1. Contract Lifecycle Management (CLM) project lead. Responsible for interfacing with internal stakeholders, vendor and other IES team members in building system workflows, approval processes, data fields, key-term requirements identifying and capturing key contract terms, validating data to ensure completeness of migrated information.  This position will be responsible for developing procedures and operational tools to assist user needs.
2. Provide administrative support to General Counsel as necessary.
3. Function as back up for Logistic Administration Assistant for procurement related administrative functions.
4. Performs other duties consistent with the scope of the position.

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 individuals with disabilities to perform the essential functions. Specific vision abilities required by this job include close vision, color vision, depth perception and the ability to adjust focus.

While performing the duties of this job, the employee is:

• Regularly required to sit.
• Frequently required to use hands, hands to finger, handle, or feel objects, tools or controls to talk or hear.
• Is required to see, walk and reach with hands and arms.
• Infrequently required to; stoop, kneel, crouch or crawl.
• Infrequently able to lift and/or move up 20 to 30 pounds.

SPECIAL REQUIREMENTS

Employment is contingent upon successfully passing an employee reference check, drug test, criminal background check and a five-year motor vehicle history check.  This is an exempt position under FLSA regulations.

Compensation

Island Energy Services offers a competitive salary that commensurate with qualifications and experience. The hiring salary range for this position is $85,000 to $105,000.

IES offers to all eligible employees a top-tier comprehensive health and welfare benefits package to include up to full family medical, dental and vision from day one of employment. We offer paid vacation, paid sick leave, holidays,

It is the policy of this Company to hire only U.S. citizens and noncitizens who are authorized to work in this country. As a condition of employment, you will be required to produce original documents establishing your identity and authorization to work, and complete the U.S. Citizenship and Immigration Service's Form I-9.

IES is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.