Procurement Specialist

Procurement Specialist

JOB MISSION

The Procurement Specialist ensures the timely, cost-effective, and quality acquisition of goods and services that support the organization’s operational and strategic goals. The Procurement Specialist safeguards company resources by managing supplier relationships, clarifying purchasing terms, and maintaining compliance with purchasing policies to drive efficiency, value, and reliability across the supply chain.

RESPONSIBILITIES

Procurement Coordination

• Coordinate the purchasing of raw materials, components, and services required for production.
• Review and process purchase requisitions to ensure alignment with production schedules and inventory targets.
• Prepare and issue purchase orders, track deliveries, and follow up to ensure materials arrive on time for manufacturing needs.

Supplier and Vendor Management

• Communicate with suppliers to obtain quotes and confirm lead times.
• Support supplier qualification and performance evaluation based on quality, cost, delivery reliability, and responsiveness.
• Maintain current supplier records, pricing data, and certifications in the procurement system.

Inventory and Cost Control

• Monitor material usage and stock levels in coordination with the production and inventory control teams.
• Assist in managing material replenishment to prevent production delays or excess inventory.
• Identify opportunities for cost reduction through alternative sourcing or bulk purchasing.

Documentation and Reporting

• Maintain accurate records of purchase orders, contracts, and supplier communications.
• Track order status and generate reports on delivery performance, cost trends, and purchasing metrics.
• Support financial reconciliation by resolving discrepancies between purchase orders, receipts, and invoices.

Compliance and Process Improvement

• Ensure all procurement activities comply with company policies, safety standards, and regulatory requirements.
• Assist in continuous improvement initiatives to streamline purchasing processes and strengthen supplier performance.
• Collaborate with engineering, quality, and production teams to support new product introductions and material changes.

SKILLS AND COMPETENCIES (KNOW-HOW)

The knowledge and skills needed to perform the job effectively, encompassing technical, managerial, and interpersonal skills. Includes the depth and breadth of the expertise required.

Practical/Technical Skills (Depth and scope of knowledge. Technology and Tools)

Procurement and Supply Chain Skills

• Knowledge of purchasing processes, procurement policies, and supplier management practices.
• Understanding of manufacturing supply chains, including lead times, material planning, and production scheduling.
• Ability to read and interpret bills of materials (BOMs), part specifications, and technical drawings.

Systems and Software Proficiency

• Proficiency with ERP/MRP systems (e.g., Microsoft Dynamics) for tracking orders, inventory, and supplier data.
• Strong skills in Microsoft Excel (formulas, pivot tables, data analysis) and familiarity with other Microsoft Office applications.
• Experience using e-procurement platforms or vendor management tools.

Analytical and Data Management Skills

• Ability to analyze purchasing data to identify cost trends, supplier performance issues, and savings opportunities.

Strong attention to detail for verifying quantities, pricing, and delivery information.

Competence in preparing procurement and cost analysis reports.

Compliance and Documentation

• Understanding of quality standards, safety requirements, and regulatory compliance in manufacturing.
• Ability to maintain accurate purchasing records and documentation for audits.

Managerial Skills (Knowledge required for integrating and managing activities and functions)

Problem-Solving and Adaptability

• Responds quickly and effectively to changing priorities, supply disruptions, or urgent production needs.
• Thinks critically to resolve delivery, quality, or pricing issues with minimal impact on manufacturing operations.

Attention to Detail and Accountability

• Maintains accuracy and consistency in documentation and purchasing transactions.
• Takes ownership of tasks, follows through on commitments, and upholds reliability under tight deadlines.

Integrity and Professionalism

• Handles confidential pricing and supplier information responsibly.
• Demonstrates fairness, honesty, and ethical conduct in all procurement activities.

Interpersonal Skills (Communicating, influencing)

Communication and Coordination Skills

• Clear communication with suppliers, internal teams (production, engineering, logistics), and management.
• Effective at multitasking and prioritizing orders in a fast-paced manufacturing environment.
• Provides timely updates on order status, delivery issues, and supply chain risks.

Collaboration and Teamwork

• Works effectively with cross-functional teams such as production, engineering, logistics, and finance to ensure material availability and cost efficiency.
• Builds strong relationships with internal stakeholders and external suppliers to support smooth operations and problem-solving.

REQUIREMENTS

Education

• Bachelor’s degree or Associate’s degree in Supply Chain Management, Logistics, Operations Management, Business Administration, or another related field preferred.

Travel

• Minimal travel, with ad hoc trips to other sites as required.