PROCUREMENT SPECIALIST

Procurement Specialist


Position Summary:

The Procurement Specialist is responsible for sourcing, purchasing, and managing materials, supplies, and services required to support manufacturing operations. This position works closely with Production, Inventory Control, Logistics, Quality, Accounting, and suppliers to ensure materials are available when needed while maintaining cost efficiency, quality standards, and supplier performance. The Procurement Specialist supports strategic sourcing initiatives, inventory optimization, and continuous improvement efforts.

Essential Duties and Responsibilities

Procurement & Purchasing

• Source raw materials, packaging, supplies, equipment, and services.
• Issue purchase orders and maintain purchasing records within the ERP system.
• Monitor open purchase orders and expedite deliveries as necessary.
• Maintain adequate inventory levels while minimizing excess inventory.
• Coordinate material purchases based on production schedules and demand forecasts.
• Review purchase requisitions for completeness and accuracy.
• Ensure purchased materials meet quality, pricing, and delivery expectations.
• Maintain purchasing documentation and vendor files.

Supplier Management

• Develop and maintain positive relationships with suppliers.
• Request and evaluate supplier quotations.
• Negotiate pricing, delivery schedules, payment terms, and service agreements.
• Monitor supplier performance related to quality, delivery, responsiveness, and cost.
• Assist with identifying and qualifying new suppliers.
• Coordinate supplier corrective actions when necessary.

Inventory Management

• Work with Inventory Control to monitor stock levels.
• Review inventory reports and recommend replenishment strategies.
• Assist in reducing obsolete or excess inventory.
• Monitor safety stock levels.
• Support cycle counts and annual physical inventories.
• Coordinate emergency purchases when inventory shortages occur.

Cross-Functional Coordination

Collaborate with:

• Production
• Scheduling
• Customer Service
• Warehouse
• Logistics
• Accounting
• Quality Assurance
• Research & Development

Cost Management

• Identify cost-saving opportunities.
• Analyze pricing trends and market conditions.
• Support annual budgeting initiatives.
• Recommend alternative suppliers and materials.
• Monitor purchase price variances.

ERP & Data Management

• Maintain accurate supplier and purchasing information within ERP systems.
• Generate purchasing reports and analyze procurement metrics.
• Review purchasing data for accuracy.
• Maintain electronic purchasing records and documentation.
• Support implementation of purchasing system improvements.

Compliance

• Ensure compliance with company purchasing policies.
• Follow ethical sourcing and procurement practices.
• Support ISO Quality Management System requirements.
• Maintain confidentiality of supplier pricing and contracts.
• Comply with all company safety policies.

Supervisory Responsibilities

This position does not normally supervise employees but may assist with training new Purchasing personnel.

Requirements

Education

Associate's or Bachelor's degree in:

• Supply Chain Management
• Business Administration
• Operations Management
• Purchasing
• Related field

Equivalent experience may be considered.

Experience

• 3+ years of purchasing or procurement experience.
• Manufacturing experience preferred.
• ERP purchasing experience required.
• Experience negotiating with suppliers.
• Inventory management experience preferred.

Required Skills

• Strong negotiation skills
• Excellent communication skills
• Vendor relationship management
• Organization and planning
• Analytical thinking
• Attention to detail
• Problem solving
• Time management
• Microsoft Excel proficiency
• ERP software experience (Dynamics GP, SalesPad, SAP, Oracle, etc.)
• Ability to prioritize multiple purchasing activities

Key Competencies

• Accountability
• Customer Focus (Internal & External)
• Integrity
• Collaboration
• Continuous Improvement
• Decision Making
• Financial Awareness
• Negotiation
• Planning & Organization
• Adaptability

Physical Requirements

• Prolonged periods of sitting and computer work.
• Frequent use of office equipment.
• Occasionally lift up to 20 pounds.
• Ability to visit warehouse and production areas as needed.

Working Conditions

• Office environment within a manufacturing facility.
• Occasional exposure to warehouse and production environments.
• May require occasional overtime to support production demands.

Performance Expectations (KPIs)

• The Procurement Specialist will be evaluated on:
• On-time supplier delivery performance
• Material availability to support production
• Purchase order accuracy
• Inventory optimization
• Cost savings achieved
• Supplier performance improvements
• Purchase price variance
• ERP data accuracy
• Reduction in stockouts and expedited orders
• Compliance with purchasing policies and procedures

Preferred Certifications (Optional)

• Certified Professional in Supply Management (CPSM)
• Certified Purchasing Professional (CPP)
• APICS/ASCM Certification
• Lean or Continuous Improvement training