Procurement Specialist

Summary:

The Procurement Specialist is a vital member of the Purchasing Department, responsible for a variety of tasks including the acquisition of construction supplies, safety gear, and consumables. This role involves managing material submissions to contractors, performing general office administrative duties, and providing support to the Purchasing Manager and Facilities as needed.

Key Responsibilities:

Procurement:

• Process all order requests by identifying suppliers, placing orders, and entering purchase orders.
• Oversee purchase orders, track shipping timelines, and maintain purchase documentation by regularly communicating with vendors regarding order confirmations and delivery schedules.
• Develop and maintain strong vendor relationships.
• Handle all orders and submissions for the Tile Division.
• Coordinate parts orders for the Facilities Department.
• Ensure purchases align with budget constraints while sourcing materials.
• Conduct monthly research on competitive pricing for all inventory items (consumables, durable goods, safety equipment, etc.) and present findings to the Senior VP of Operations for approval.
• Prepare payment requests and submit them to the Purchasing Manager as required.
• Order office and kitchen supplies upon approval from the Department Manager.
• Manage the office landline telephone system.
• Provide general assistance to the Purchasing Manager as necessary.

Project Coordination:

• Maintain a log of purchases within job product records.
• Monitor purchases against budgetary constraints and notify the Project Manager and Senior VP of Operations as necessary.
• Participate in weekly lead-time meetings and manage weekly reporting.
• Compile submittal packages, track approvals/rejections in the system, and manage outstanding approvals.
• Create an approved submittals folder in the project management software as approvals are obtained.
• During job closeout, prepare and submit necessary documentation and vendor warranties.
• Manage the foreman package library within the project management software.
• Regularly update the Project Schedule Report.

Inventory Management:

• Record the receipt of purchased stock materials into the inventory system.

Financial Coordination:

• Collaborate with the accounting department to resolve invoice discrepancies and adjust purchase orders as needed; liaise with vendors for resolution when required.

General Duties:

• Monitor and distribute faxes as necessary on a daily basis.
• Engage in special projects as assigned.