Procurement Clerk

Job Title: Procurement Clerk

Department: Accounting

Status: Full Time

Reports To: CFO

POSITION SUMMARY

The Procurement Clerk is responsible for coordinating and executing purchasing activities across multiple affiliated companies. This role ensures cost-effective procurement, maintains accurate inventory controls, manages insurance policy administration for several entities, and arranges travel logistics for staff and leadership. The position requires strong organizational skills, attention to detail, and the ability to manage diverse operational tasks in a fast-paced, multi-entity environment.

Key Responsibilities

Procurement & Purchasing

• Multi-entity procurement - Source, evaluate, and purchase goods and services for several companies while ensuring compliance with each entity's policies and budgets.
• Vendor management - Maintain vendor relationships and negotiate pricing if applicable.
• Purchase oversight - Create, track, and reconcile purchases; ensure timely delivery and accurate invoice.
• Cost control - Identify opportunities for savings, bulk purchasing, and process efficiencies.

Inventory Control

• Inventory tracking - Maintain accurate inventory records for supplies, equipment, and materials across multiple locations.
• Stock level monitoring - Ensure adequate stock levels; prevent shortages and over-ordering.
• Asset management - Assist with tagging, tracking, and auditing organizational assets.
• Cycle counts - Conduct periodic inventory checks and reconcile discrepancies.

Insurance Administration

• Policy coordination - Maintain insurance files for multiple companies, including general liability, property, auto, and specialty policies.
• Renewal management - Track renewal dates, gather required documentation, and coordinate with brokers and the tribal procurement department.
• Claims support - Assist with filing and tracking claims; ensure timely communication with insurers.
• Compliance documentation - Maintain certificates of insurance and ensure vendor compliance.

Travel Coordination

• Travel booking - Arrange flights, lodging, rental vehicles, and itineraries for employees and executives.
• Travel policy adherence - Ensure bookings follow organizational guidelines and cost-control standards.
• Expense documentation - Assist with travel reimbursements and expense reporting.

General Administrative Support

• Cross-department support - Provide administrative assistance to multiple departments as needed.
• Recordkeeping - Maintain organized digital and physical files.
• Reporting - Prepare procurement, inventory, and insurance reports for management.
• Other duties as assigned - Support special projects, audits, and operational initiatives.

Qualifications

• Experience in procurement, inventory control, insurance administration, or multi-entity operations preferred.
• Strong skills in organization, communication, vendor negotiation, and data accuracy.
• Ability to manage competing priorities across several companies.
• Proficiency with procurement or ERP systems is beneficial.

The above is not intended to be an all-inclusive list of essential functions for the job described, but rather a general description of some of the responsibilities necessary to carry out the duties of this position.