Procurement Specialist

4 weeks ago

Chandler, Arizona, United States Wild Horse Pass Development Authority Full time

Job Summary:

The Procurement Specialist will be responsible for managing the procurement process for the Wild Horse Pass Hotel & Casino Expansion Project. This role includes sourcing, negotiating, and coordinating the purchase of Furniture, Fixtures, and Equipment (FF&E) as well as Operating Supplies and Equipment (OS&E). The Procurement Specialist will work closely with the Casino Expansion Owners Team (CEOT) to ensure that all items meet design specifications and project timelines while adhering to budget constraints.

Key Responsibilities:

  • Oversee the procurement of FF&E and OS&E items, including furniture, fixtures, equipment, and operational supplies for the project.
  • Solicit bids from pre-selected vendors, negotiate pricing, and secure contracts that align with the project's design standards and specifications.
  • Ensure that all purchases comply with the tax-exempt status of the Gila River Indian Community, verifying that no state or local taxes are applied.

Vendor Coordination:

  • Serve as the primary point of contact for vendors, managing relationships and ensuring that all orders are fulfilled according to project requirements.
  • Review and approve vendor bids, ensuring they meet quality standards, budget constraints, and delivery timelines.
  • Coordinate with vendors to schedule deliveries, manage logistics, and ensure that items are delivered and installed on time.

Budget and Financial Oversight:

  • Develop and manage detailed budgets for all FF&E and OS&E items, providing regular updates to CEOT and Project Management.
  • Prepare and monitor a cash flow schedule for the duration of the project, updating it quarterly or as needed based on project changes.
  • Review and approve purchase orders, ensuring they include all necessary details and are aligned with project budgets.

Project Coordination:

  • Work closely with CEOT, GRD, interior designers, architects, and other stakeholders to ensure all items purchased are suitable and meet project specifications.
  • Participate in regular project meetings to review progress, address issues, and coordinate with other team members.
  • Track the status of all orders, providing regular reports on shipping, delivery, and installation.

Quality Control and Compliance:

  • Review plans and specifications to verify accuracy and suitability of quantities and items purchased.
  • Offer recommendations for alternative products or value engineering options to reduce costs while maintaining design integrity.
  • Manage claims for any damaged or defective items, ensuring timely resolution and replacement.

Project Close-Out:

  • Compile and provide comprehensive close-out documentation, including final purchase orders, vendor lists, warranties, and certificates.
  • Deliver all required project documentation in both physical and electronic formats to CEOT.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work will primarily be performed in an office environment.

  • Work will be performed both inside and outside on a regular basis, in most weather conditions.
  • Noise level in the work environment is usually moderate.
  • Evening, weekend, and holiday shifts are required as a normal part of this position.
  • Occasional local day travel, Local travel to managed businesses.

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, stand, and walk extended periods. The employee occasionally is required to bend, climb, stoop, lift, carry, push, kneel, crouch, or crawl. The employee must regularly lift and/or move 15 pounds, and occasionally lift and/or move up to 25 pounds.

Required Qualifications:

  • Bachelor's degree in business administration, Supply Chain Management, Procurement, or a related field.
  • Minimum of 5 years of experience in procurement, purchasing, or supply chain management, preferably in a construction, hospitality, or large-scale development project setting.
  • Proven track record of successfully managing vendor relationships, negotiating contracts, and handling complex purchasing processes.
  • Valid AZ driver's license, provide a 39-month satisfactory MVR report.
  • Obtain a Tribal operator driving permit at the time of hire.
  • A satisfactory result obtained through a test for illegal drugs.
  • Acknowledge and agree to maintain a drug-free workplace.

Preferred Qualifications:

  • Master's degree in business administration, Supply Chain Management, Procurement, or a related field preferred.
  • Certification in Procurement or Supply Chain Management (e.g., CPIM, CPSM, CSCP).
  • Experience with FF&E and OS&E procurement processes.
  • Experience working with tribal entities or within a tax-exempt purchasing environment.
  • Strong negotiation and communication skills, with the ability to interact effectively with vendors, project teams, and stakeholders.
  • Excellent organizational and project management skills, with the ability to handle multiple tasks and deadlines.
  • Attention to detail and strong analytical skills, with the ability to review and interpret complex contracts and specifications.
  • Problem-solving skills with the ability to recommend and implement cost-effective solutions while maintaining quality standards.
  • Willingness to attend meetings and travel to vendor locations as required by the project.
  • Knowledge and experience working with Gila River Indian Community or other Native American Communities.
  • Proficient in MS office and other relevant workplace tools.

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