Procurement Specialist (San Jose)

For over 20 years, Smartsheet has empowered teams to manage work seamlessly and scale solutions smarter. Now, in our most ambitious chapter yet, we are uniting human teams with AI agents. By orchestrating the work agents do best, automating manual tasks and uncovering insights at scale, we create the space for people to focus on what truly matters: judgment, creativity, and big thinking. That is magic at work, and it’s what we show up for every day.Smartsheet is looking for an experienced Procurement Specialist to join our Procurement team, partnering closely with Legal, Finance, and Accounting across the Procure-to-Pay process. Our procurement function is in the midst of a transformation, and we want to be upfront about what that means for this role.Today, much of this work is hands-on and transactional: manually moving requests through intake, creating requisitions and purchase orders, routing contracts for signature, loading documents into our systems, and keeping records current. We are actively working toward intake and orchestration technology that will automate much of that manual work, and we expect the role to evolve over time from process execution toward greater category ownership. We anticipate meaningful improvements within the next year, but we can’t commit to a specific timeline, and that evolution is not guaranteed. Coming into this role, you should expect a significant manual and transactional workload, and a real opportunity to shape how the function matures as the technology and processes come online.Alongside that day-to-day execution, you’ll also begin acting as a buyer for designated lower-value, low-risk spend categories—owning the outcomes for those categories. As our tooling matures, you’ll increasingly use our procurement platforms as tools to leverage rather than serving as the manual engine behind them. We’re looking for someone who is energized by that trajectory and genuinely comfortable doing the hands-on work required to get there.This role reports to a Senior Procurement Manager located in the US. This role is eligible for remote work within Costa Rica. You must reside in Costa Rica.You Will:Own buying for designated categoriesAct as the buyer for assigned spend categories, evaluating incoming requests for completeness, appropriateness, and alignment to policy before they move forwardApply commercial judgment to select vendors, confirm pricing is reasonable, and ensure favorable and consistent payment terms on assigned purchasesConduct light negotiation on price, terms, and renewals for lower-value and lower-complexity spend, escalating more complex commercial matters to Procurement ManagersOwn supplier relationships for designated categories, including onboarding, basic performance follow-up, and issue resolutionDevelop and apply category expertise by analyzing spend and volume patterns, identifying consolidation or savings opportunities within your categoriesRun and evolve the procurement workflowExecute the day-to-day Procure-to-Pay mechanics—creating and processing requisitions and purchase orders, routing contracts for signature, loading documents into our systems, and keeping records accurate. Much of this work is manual today and will be a meaningful part of the role until automation maturesAs intake and orchestration technology comes online, help transition these tasks into the platform—owning the exceptions that fall outside the automated path, troubleshooting workflow issues, and partnering with the team to refine how the platform routes and assembles workMaintain the integrity of procurement records, contract metadata, and renewal tracking so the team has reliable visibility into the portfolioIdentify friction points in workflows and recommend improvements that strengthen consistency, cycle time, and stakeholder experience as the operating model maturesPartner with the businessServe as a responsive, knowledgeable point of contact for business owners on procurement requests within your categories—clarifying needs, setting expectations, and advising on the right path forwardSupport broader RFx and sourcing activities led by Procurement Managers, including documenting bid comparisons and capturing negotiated pricing and termsOther Duties as AssignedYou Have:1-2+ years of experience in procurement, purchasing, or a Procure-to-Pay function, including some exposure to buying, vendor interaction, or commercial decision-makingGenuine comfort with hands-on, transactional work—you understand that coming into this role means a significant manual workload today, that automation is expected but not on a guaranteed timeline, and you can stay effective and positive as processes changeSound commercial judgment—you can evaluate whether a request makes sense, whether pricing and terms are reasonable, and when to push back or escalateHands-on functional proficiency with Coupa (requisitions, POs, approvals, supplier records)Demonstrated commitment to strong operational process and workflow discipline—you follow processes consistently, flag exceptions early, and look for ways to make work more efficientStrong written and verbal communication skills in English, with the ability to engage clearly with business owners, vendors, legal counsel, and procurement staffHigh degree of organization and the ability to manage multiple concurrent requests without losing track of detailsCustomer-service mindset with internal stakeholders: responsive, professional, and solution-orientedStrong attention to detail to ensure accuracy across systems, contracts, and reportingBachelor’s degree preferred, or an equivalent combination of education and experienceProficiency with Google Workspace or equivalent office softwareWillingness to deliver other functional duties as required You must reside in Costa Rica.Nice to Have:Demonstrated proficiency leveraging AI tools in day-to-day work (e.g., contract review, automations, reports, market research)Experience applying AI to procurement-specific use cases such as intake triage, supplier screening, or sourcing accelerationHands-on experience with intake and orchestration platforms in the modern procurement stack (e.g., Zip, Oro Labs, Omnea, Levelpath) and how they shape upstream procurement workflowsExperience with SmartsheetGet to Know Us:At Smartsheet, your ideas are heard, your potential is supported, and your contributions have real impact. You’ll have the freedom to explore, push boundaries, and grow beyond your role. We welcome diverse perspectives and nontraditional paths—because we know that impact comes from individuals who care deeply and challenge thoughtfully. When you’re doing work that stretches you, excites you, and connects you to something bigger, that’s magic at work. Let’s build what’s next, together.Equal Opportunity Employer:Smartsheet is an Equal Opportunity (EEO) employer committed to fostering an inclusive environment with the best employees. It is our policy to provide equal employment opportunities to all qualified applicants in accordance with applicable laws in the US, UK, Australia, Germany, Costa Rica, Japan, Bulgaria, India, and Singapore. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, protected veteran or disabled status, or genetic information. If there are preparations we can make to help ensure you have a comfortable and positive interview experience, please let us know.#LI-Remote