Procurement Coordinator

The Procurement Coordinator supports the sales and procurement process by handling RFQs, assisting with supplier evaluations, and tracking purchase orders to ensure timely delivery of materials. This position collaborates with internal teams to ensure compliance with project requirements and regulatory standards, including ITAR and NIST Cybersecurity. The role also involves helping with capturing order costs, contract documentation, coordinating with suppliers, and supporting quality control measures to maintain project timelines and performance.

Specific responsibilities and authorities may include:

Sales and Customer Relations

• Support Sales Team quoting efforts.
• Participate in monthly sales forecasting.
• Customer communications within scope.

Fulfillment of Customer Requirements

• Participation in Contract Reviews.
• Capture and process customer order requirements in the ERP system.
• Ensure FAR and DFARS requirements are flowed down with supplier purchase order.
• Partner with the Quality Department to ensure that quality control measures are identified and integrated into procurement processes.
• Ensure all packaging, labeling, and shipping requirements are identified and meet contract specifications.
• Facilitate the onboarding of new customers and vendors, ensuring compliance with internal and regulatory standards.
• Manage Vendor RFQs, evaluating bids and negotiating terms to ensure competitive pricing and contract alignment.
• Ensure material and process acquisition are compliant to customer requirements.
• Monitoring and meeting objectives for cost, quality, and schedule.
• Communicate packaging, documentation, and shipping requirements to Suppliers and Logistics.
• Participation in the formal project close-out process.
• Execute purchase orders and track procurement activities to ensure timely fulfillment of project and contract requirements.
• Support adherence to ITAR regulations and compliance initiatives.
• Support compliance with required export controls.
• Support compliance with NIST cybersecurity standards to safeguard sensitive information.
• Ensure senior management approval of GENGOV Supplements and Terms and Conditions.
• Ensure provision of compliance documentation.
• Support compliance with military and defense procurement requirements.
• Facilitate the execution of subcontract agreements, ensuring terms are in line with procurement and project goals.
• Collaborate on military price audits to ensure accuracy and compliance with government pricing standards.

Purchasing and Vendor Relations

• Lead the procurement process by managing RFQs (Request for Quotes), evaluating bids, and negotiating terms to ensure competitive pricing and contract alignment.
• Ensure suppliers are evaluated according to QMS Process and according to contract and regulatory requirements to maintain quality and compliance standards.
• Provide Vendor Advanced Payment schedules to Accounting and request advanced vendor payments.
• Execute purchase orders and track procurement activities to ensure timely fulfillment of project and contract requirements.
• Develop and maintain strong supplier relationships, ensuring timely delivery of materials and services while optimizing cost and performance.

Project Accounting

• Ensure capture of job costs for material, expenses, burden, miscellaneous, freight and labor.
• Create and issue customer Milestone Billing (Deposit Invoices).
• Invoice sales orders (non-revenue recognition).
• Perform collection activities of customer past due invoices and bring awareness to management.
• Complete jobs in the ERP system.

Inventory Control

• Validate use of material bought to job after completion, and address discrepancies.
• Maintain stock according to scope.

Other

• Approval and coding of invoices, point of contact for facility services, point of contact for manual POs and in the absence of a Client Services Representative, duties usually assigned to that position.
• Support and participate in the organization’s continual improvement program to conform to ISO 9001 and understand the implications of not complying with the quality management system.
• Demonstrate leadership and commitment with respect to the quality management system by: taking accountability for the effectiveness of the quality management system.
• Ensuring that the quality policy and quality objectives are established for the quality management system and are compatible with the context and strategic direction of the organization.
• Ensuring the integration of the quality management system requirements into the organization’s
• business processes.
• Promoting the use of the process approach and risk-based thinking.
• Ensuring that the resources needed for the quality management system are available.
• Communicating the importance of effective quality management and of conforming to the quality management system requirements.
• Ensuring that the quality management system achieves its intended results.
• Engaging, directing and supporting persons to contribute to the effectiveness of the quality management system.
• Promoting improvement.
• Supporting other relevant management roles to demonstrate their leadership as it applies to their areas of responsibility.

Requirements

Education & Training

• Bachelor’s degree in supply chain management, Business Administration, Procurement, or a related field.
• Professional certifications such as Certified Professional in Supply Management (CPSM), Certified Purchasing Professional (CPP), or equivalent, a plus.
• Knowledge of procurement regulations, such as FAR/DFARS, ITAR, and government contracting, preferred.

Experience

• 0-3 years of experience in procurement, purchasing, or supply chain management, willing to train a recent college graduate.
• Familiarity with managing supplier relationships, negotiating contracts, and executing purchase orders.
• Experience with ERP systems and procurement software tools for tracking and managing purchasing activities.
• Ability to manage complex procurement processes, including RFQs, supplier evaluations, and contract execution.
• Ability to multitask and manage competing priorities in a fast-paced, dynamic work environment while maintaining attention to detail and meeting deadlines.
• Desire to work in a manufacturing environment with technical products and complex projects.
• Experience in manufacturing or engineering a plus.
• Experience working in an ISO 9001 environment a plus.
• Strong analytical skills and experience with cost-saving initiatives, market analysis, and vendor negotiations.
• Proficient in Microsoft Office.

Knowledge and Skills

• Working knowledge of Kinetic ERP, a plus.
• Strong mechanical aptitude, a plus
• Proficient in Microsoft Office.
• Ability to multitask and communicate well with all levels of personnel.
• Knowledge of Fluid Power, a plus.

Physical and Safety Requirements

• Must comply with any safety or PPE requirements imposed by the company.
• Able to lift 15 lbs.
• Reasonable accommodation is made to enable individuals with disabilities to perform essential job functions.

Other

• Attention to detail.
• Produces error-free work.
• Highly organized.
• Is deadline oriented.
• Makes sure that customers’ requests come first.
• Self-starter.
• Flexible and able to adapt to our dynamic environment.

As contracts with the U.S. government have required this position to be held by a U.S. citizen, please confirm status as a U.S. citizen.

Benefits

We offer a competitive salary and benefits package, including medical, dental, vision, life and disability insurance, and 401(k) plans with company match. A unique benefit SIT offers as part of Employee Owned Holdings, Inc. is an employee stock ownership plan.

What is an ESOP?

ESOP is a special retirement program that allows employees to own stock in the company. When you join EOHI, you automatically begin investing in your future (without having to purchase shares). We are a high growth company committed to training our employee owners to develop their skills and advance in their careers.

• Studies also show that retirement account balances for ESOP companies are 2.5 times higher.
• ESOP companies grow 2.5 times faster than those companies without employee ownership.
• Research shows employee owned companies are superior in performance, employee benefits and employee morale because everyone is working towards a common goal.

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