Procurement Specialist

1 week ago

Seattle, Washington, United States Apex Systems Full time
Purchasing Specialist Job Description

We are seeking a highly skilled Purchasing Specialist to join our team at Apex Systems. As a key member of our procurement team, you will be responsible for coordinating strategic sourcing activities, ensuring procurement business systems data integrity, and processing purchase requisitions, change orders, and requests for quotes.

Key Responsibilities:

  • Coordinate strategic sourcing activities with project managers, engineering, and other key stakeholders to acquire hardware, software, network, managed hosting, and maintenance technologies in a cost-effective and timely manner.
  • Ensure procurement business systems data integrity and the accurate disposition of maintenance and/or support contracts for all procured IT.
  • Process purchase requisitions, change orders, and requests for quotes to IT suppliers.
  • Perform cost analysis and volume planning for major projects, including materials, components, equipment, and services.
  • Negotiate price and audit proposals against contractual, historical benchmarks.
  • Work with internal stakeholders for medium/high-priority and/or complex projects with appropriate oversight.
  • Initiate requests for quotations with suppliers and ensure that the final product meets stakeholder needs.
  • Review supplier contracts and participate in contract terms analysis, negotiations, etc.
  • Audit supplier invoices for accuracy against usable assets, work with AP to ensure process follow-through, and manage company assets.
  • Issue purchase orders and assist in resolving logistical issues.
  • Ensure positive working relationships with related support groups, including Legal, InfoSec, Fixed Assets, Asset Mgmt., AP/AR, etc.
  • Recommend cost-saving proposals, including alternative sourcing, preferred contracts, or alternative technologies.
  • Interact closely with suppliers to resolve quality and logistical issues.
  • Track on-boarding and procurement-related request tickets, following up with necessary parties, including requestor, legal, procurement, third-party risk, finance, and accounts payable, as appropriate, to ensure efficient movement of requests through the entire end-to-end process.
  • Prepare and process purchase orders and invoices for the global Foundations organization to support multiple data centers and technical operations around the world.
  • Track and manage complex purchase orders and invoices, with line-by-line attention to detail to ensure an efficient process, timely delivery and receipt of product/service, prompt invoice approval and payment meeting our terms.
  • Troubleshoot, problem-solve, and advise others across the product development organization on how to expedite processing of both purchase orders and invoices.
  • Analyze and report on spend against budget and historical patterns; identify anomalies and advise leaders on opportunities for increased efficiencies and/or cost-savings.
  • Escalate anomalies and non-standard charges and fees as appropriate.
  • Collaborate with and act as liaison to other departments and with third-party vendors, agencies, and organizations.
  • Advise and mentor others across Product Development on vendor and procurement processes and policies.
  • Handle confidential and non-routine information.
  • Facilitate communication between appropriate internal departments as necessary.
  • Influence process owners for improvements to increase efficiency and improve internal and external parties' experience in doing business with/for us.
  • Manage other purchasing and/or administrative-related functions for product development as delegated or assigned.

Basic Qualifications:

  • Associates Degree or equivalent experience.
  • 2+ years' experience managing procurement activities at a SaaS company.
  • 5+ years' experience processing purchase requests, purchase orders, and invoices using NetSuite, Oracle, or similar applications.
  • 3+ years' experience processing vendor on-boarding requests using ServiceNow, OneTrust, or similar applications.

Preferred Qualifications:

  • Experience working in an R&D organization at a SaaS company.
  • 5+ years' experience with Microsoft Outlook, Word, Excel, PowerPoint.
  • 5+ years' experience with G-Suite applications - Gmail, Google Docs, Sheets, Slides.
  • Experience with budgeting, financial reporting (preparing and/or consuming) and analysis.
  • Excellent organization skills, attention to detail, and ability to drive multiple requests and work streams at once.
  • Can work under pressure and capable of exercising good judgment to solve problems independently while working under sometimes ambiguous or inefficient processes.
  • Strong ability to communicate effectively with all levels of the organization, whether verbal, written, or via spreadsheets and presentations.
  • High level of integrity, discretion, and dependability.
  • Enthusiasm, adaptability, flexibility, and independent, can-do attitude.

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