Procurement Order Specialist

2 weeks ago

Texas, United States Polk Mechanical Full time

Job Overview:

  • Generate and manage purchase orders within the procurement system based on requests from technicians and managers, as well as approved customer quotes that may involve suppliers and/or subcontractors.
  • Ensure accurate linkage of purchase orders to work orders, projects, or indirect costs.
  • Communicate purchase order numbers promptly and accurately to employees, suppliers, and subcontractors.
  • Verify the accuracy of order specifics, including quantities, pricing, and delivery timelines.
  • Issue purchase orders with clearly defined terms and conditions, quantities, pricing, and delivery schedules to suppliers and/or subcontractors.

Vendor Coordination:

  • Engage with vendors to confirm order specifics, delivery timelines, and any special requirements.
  • Address and resolve any issues or discrepancies related to purchase orders with vendors.

Order Tracking and Management:

  • Oversee the status of open purchase orders to guarantee timely delivery of goods and services.
  • Maintain precise records of purchase orders in the procurement system.
  • Facilitate the timely resolution of purchase orders alongside related supplier or subcontractor accounts payable invoices, including necessary supporting documentation.

Documentation and Compliance:

  • Ensure all purchase orders adhere to company policies and procedures.
  • Keep organized and comprehensive documentation for all purchase orders, including confirmations, invoices, and delivery receipts.

Invoice Reconciliation:

  • Collaborate with the finance department to address outstanding supplier/subcontractor invoices.
  • Resolve discrepancies between purchase orders and accounts payable invoices promptly.

Reporting and Analysis:

  • Produce reports on purchase order status, vendor performance, and other procurement metrics.
  • Analyze data to identify trends, potential issues, and opportunities for enhancement in the procurement process.

Stakeholder Communication:

  • Collaborate closely with internal stakeholders, including finance, technicians, project managers, billing, and other operations teams, to ensure alignment on needs and priorities.
  • Provide regular updates on the status of purchase orders and any potential delays or issues.

Continuous Improvement:

  • Identify and suggest process enhancements to improve the efficiency and effectiveness of the purchase order process.
  • Engage in training and development activities to remain current with industry best practices and procurement technologies.

Qualifications:

  • Education: Bachelor's degree in Business Administration, Supply Chain Management, or related work experience in the field preferred.
  • Experience: Previous experience in procurement, supply chain, or a related field is preferred. Familiarity with procurement software and ERP systems is advantageous.
  • Skills: Strong attention to detail and accuracy, excellent organizational and time management skills, effective communication and interpersonal skills, proficiency in Microsoft Office Suite (Excel, Word, Outlook), and the ability to work independently as well as part of a team.

Working Conditions:

  • Office environment with occasional remote work options.
  • May require occasional travel to vendor sites or company locations.

Physical Requirements:

  • Ability to sit for extended periods and perform computer-based tasks.

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