Senior Associate, Procurement

Innspace is an international hospitality design/build firm with over 25 years of experience, offering in-house design and procurement capabilities. We collaborate with brokers and developers, providing upfront preconstruction and property due diligence to assess PIP renovation costs and establish deal feasibility and ROI. Our mission is to provide best in class design solutions, cost and schedule assurance, and ensure seamless project execution for our clients.

What We Offer:

• Competitive salary
• Comprehensive benefits package, including health, dental and vision insurance
• 401(k) retirement plan with 3% company contribution
• Responsible paid time off
• 13 paid holidays
• Opportunities for professional growth and development
• A collaborative and supportive work environment
• Employee Profit Share Program (non-traditional)

The position of Senior Associate, Procurement, plays a key role in our projects by facilitating and overseeing the buyout process for multiple hotel renovations through team leadership, strong financial and commercial judgment and implementation of best practices. Strong communication and collaboration with other disciplines is required with a view to successfully navigating the specification through buyout project stages, with a view to drive exceptional project outcomes.

This position is based out of our headquarter office in Kalispell, MT; relocation cost assistance can be discussed, if required.

Responsibilities:

Senior Associate, Procurement team member is a trusted decisionmaker that guides project outcomes, proactively manages risk, and confidently mentors a team. Beyond their project portfolio, they strengthen the organization through leadership, process improvement, and meaningful influence of value-added business functions.

•   Sourcing:
  • Collaborate closely with the Design team on each project to understand product specifications, provide vendor recommendations/feedback, assist with pricing and lead time research.
  • Collaborate closely with the Estimating and Preconstruction teams on each project to ensure specified products are within budget and timeframe of project.
  • Work closely with the Preconstruction team on each project to establish and identify scopes that are Procurement’s responsibility verses other departments, so that a clear responsibility matrix is established and communicated for all materials.
  • Work to bridge communications and collaboration between Design, Preconstruction and Logistics teams on each project to ensure team is set up for success; materials are within budget, meet project timelines and creative direction is maintained.
  • Identify vendors/products on each project that need onsite verification (i.e. Window Treatments, Signage, Millwork), and work with Preconstruction and Logistics teams to establish plan for, and ensure successful coordination of, these scopes.
  • Assist in maintaining a vendor database to be utilized as a reference tool when making product selections.
  • Works to continuously develop and maintain strong vendor relationships.
• Purchasing:
  • Manage pre-order verification process for all materials being purchased on each project. Work closely with the Design, Estimating, Preconstruction and Logistics teams to:
    • Coordinate and verify all material take off/quantities. Utilize the vendor take offs, Estimate’s take offs, Design’s counts, Preconstruction’s take offs and/or Logistics take offs to ensure an accurate quantity of materials are being ordered. Every material take off/count should be done a minimum of two times to verify.
    • Coordinate with the Design team to confirm and verify all items with right/left configurations, and ensure accurate, verified counts are done.
    • Coordinate with the Logistics team to understand the logistics plan for each project, including staging, ship to address, delivery times.
    • Ensure sign off from Preconstruction is received, and pre-order checklist complete prior to orders being placed.
  • Create and submit a Purchase Order (PO) in the correct established company system, for each vendor. A high degree of accuracy is required for every purchase order, including but not limited to:
    • Clearly defined payment terms.
    • Shipping/freight costs (never leave this blank on a PO).
    • Shipping address.
    • Taxation.
  • Diligently follow up each PO to ensure:
    • Order acknowledgement is received and verified/checked within the established timeframe, collaborating with the Design, Preconstruction and Logistics teams as required. Any discrepancies must be reported to vendor within the established timeframe.
    • Shop Drawings are received and fully verified/checked within the required timeframe, collaborating with the Design, Preconstruction and Logistics teams as required. Any discrepancies must be reported to vendor within the established timeframe.
    • Deposit invoices are received, approved and processed in accordance with the terms and established timelines, collaborating with the Preconstruction and Finance teams as required.
• Logistics:
  • Ensure each PO is fully handed over to the Logistics and Construction teams.
  • Support the Logistics team as required.
• Project Support:
  • Support the Logistics and Construction teams as required throughout the project execution. Any requested material orders, for damaged, additional and/or missing product, should be approved by Project Manager prior to placing orders.
• General / Leadership:
  • Oversee the sourcing and purchasing functions of the team.
  • Provides mentorship, leadership and management of the Procurement team.
  • Demonstrates strong negotiation skills.
  • Ability to manage multiple projects with strong attention to detail and autonomy.
  • Ability to read Architectural/Interior Design drawings, Shop Drawings, Specification Sheets. Willingness to travel to project sites, as required.

Position Objectives:

• 3+ years of experience in FF&E Procurement, or related field (i.e. Project Management, Preconstruction, Finance, Office Furniture) preferred.
• Proactively lead the buyout oversight and process on multiple projects through strong communication and collaboration with adjacent internal teams.
• Look for ways and means to bring efficiencies to, and stronger processes around, the procurement department.
• Learn and implement the Innspace methodology, including an understanding of other disciplines and roles, with a goal to increase collaboration and communication.

 Research & Development:

• Pursue individual professional/skill development (e.g. Smartsheet training, Bluebeam training, OHSA certifications, General Contracting licenses).
• Establish and implement professional development plan.

This position is in office, full time, Monday-Friday 8:00am-5:00pm. 10% travel required.

Candidates must have valid authorization to work in the U.S. for any employer.