Procurement and Communications Specialist

Overview The Procurement and Communications Specialist supports Digital procurement operations, purchasing workflows, vendor coordination, contract and renewal tracking, invoice support, and budget management. The role helps Digital teams acquire hardware, software, services, and supplies through efficient, compliant, and well-documented processes. This position connects procurement activity to analytics and leadership decision support by tracking spend, supporting forecasting, maintaining budget visibility, identifying variances and risks, and developing reports, dashboards, and visuals. The role also helps establish Digital communications standards and supports internal platform posts and related messaging, using AI-enabled tools responsibly to improve analysis, reporting, clarity, consistency, and quality. Key Responsibilities Process purchasing requests through Jira and other intake channels, including PO coordination, approvals, order placement, status tracking, receipt matching, documentation, and issue resolution. Manage the Digital Purchasing Card, reconcile monthly statements, code expenses, analyze spend activity, resolve discrepancies, and maintain records for reporting, audit, and budget review. Source and purchase hardware, software, small parts, components, and supplies through approved vendors while ensuring compliance with purchasing policies, spending limits, documentation requirements, and budget coding expectations. Use AI-enabled tools responsibly to organize procurement information, summarize activity, identify patterns, improve reporting consistency, and support review of procurement records. Coordinate Digital vendor interactions, including quotes, orders, renewals, service issues, negotiations, relationship management, and contract calendar maintenance. Track Digital budget activity, vendor obligations, planned and projected spending, recurring commitments, renewals, and risks requiring leadership attention. Analyze spend trends, identify variances and budget risks, and prepare dashboards, budget views, reports, and visuals that support Digital leadership decision-making. Partner with Finance and Accounts Payable on POs, invoice coding, payment cycles, budget reconciliation, forecasts, remaining budget, and payment status. Prepare monthly Verizon and AT&T phone plan allocation spreadsheets, download invoices, update cost spreadsheets, process upgrades, coordinate replacement phones, manage warranty processing, and submit documentation for payment. Required Qualifications Education: Associate’s degree or higher in Business Administration, Communications, Marketing, Finance, or a related field—or equivalent professional experience. Experience: 5+ years of experience in procurement, purchasing coordination, vendor management, budget tracking, invoice coordination, reporting, administrative operations, communications support, or related work. Procurement, Analytics, and Reporting: Familiarity with PO workflows, invoice coding, vendor coordination, renewal tracking, spend reporting, budget data, forecasting, variance analysis, dashboards, and budget visuals. Communications and AI-Enabled Tools: Ability to support professional communications, internal platform posts, template guidance, technical summarization, budget analysis, dashboards, and reporting using AI-enabled tools responsibly. Collaboration and Organization: Ability to work cross-functionally with Finance, technical teams, vendors, and leadership while managing multiple priorities, deadlines, and recurring reporting cycles. Preferred Qualifications Experience in a technology, IT, digital services, architecture, engineering, or professional services environment. Key Working Relationships Digital Leadership: Provides procurement status, budget reports, spend analysis, renewal visibility, variance updates, dashboard support, forecasting input, and communications for review. Finance & Accounts Payable: Partners on invoice processing, PO creation, budget reconciliation, payment cycles, coding accuracy, spend visibility, reporting, and forecast alignment. Asset & Licensing Specialist, Service Desk, Technical Teams, Vendors, and Requestors: Coordinates asset and licensing alignment, service messaging, quotes, orders, renewals, issue resolution, status updates, budget considerations, and vendor obligations. Success Measures Procurement, Invoice, and Vendor Performance: Requests, orders, invoices, discrepancies, renewals, and vendor issues are handled accurately, promptly, and with clear status visibility. The annual base pay range for this role depends on location. Actual compensation for successful candidates will be carefully determined based on a number of factors, including their skills, qualifications and experience, approximately $65,000-$80,000/year. This role requires the individual to be based in the United States. NBBJ is an Equal Opportunity Employer. M/F Disabled and Vet EEO/AA Employer. #J-18808-Ljbffr NBBJ Design