Procurement Specialist

3 days ago

Birmingham, Alabama, United States OneStream Software Full time

About the Role

OneStream Software is seeking a skilled Procurement Specialist to join our Accounting team. The successful candidate will support the procurement strategy and operation initiatives related to our Internal Events. Our Procurement function will evolve as often as needed to meet the needs of our business partners, which means learning new methods and technology, developing additional skills, working with new groups of people, and finding new ways to make our process more efficient and effective.

Key Responsibilities

  • Support the OneStream Events Team, Executive Admin Assistants, and other stakeholders in planning Internal Events.
  • Develop and maintain strong relationships with internal and external vendors, including hotels, transportation companies, caterers, and other service providers.
  • Partner with functional teams and colleagues to assist with developing statements of work (SOWs), requests for information (RFIs), requests for quotations (RFQs), and requests for proposal (RFPs) related to Internal Events.
  • Identify and maintain a network of preferred vendors for Internal Events.
  • Collaborate with Risk Management to ensure risk management practices are aligned to mitigate contractual risk present in many vendor agreements.
  • Monitor vendor performance and ensure that vendors are meeting or exceeding their contractual obligations.
  • Assist with the adherence to procure-to-pay policies, identified objectives, procedures, templates, and workflow processes for vendor contracts and deliverable schedules.
  • Build and manage a contract repository to contain all executed contracts, as well as contracts that are under development but are not yet active.
  • Track obligations, deliverables, and contract change notes, and contract terms. Manage and control access to documents as appropriate.
  • Create and adhere to contract playbooks as defined by the Legal department to develop, refine, and incorporate the appropriate operational legal protections in contracts, as warranted.
  • Oversee daily operational requirements at a vendor level, including invoice payments, service/goods completion confirmation, and timely contract renewals.
  • Coordinate commercial and financial arrangements with vendors, including billing, invoicing, performance incentives, where appropriate, and in conjunction with the policy and procedures established by Finance.
  • Work with vendors and key stakeholders to establish clear contract change control processes.
  • Develop strong relationships and a high level of trust with management, business owners, and Finance Procurement.
  • Ensure that proper governance is applied and adhered to by all team members and cross-functional team efforts, particularly during the development of either a process change or solution change that requires a purchase or upgrade of externally provided services from vendors.
  • Act as the interface between vendors and internal stakeholders, clearly establishing and limiting points of contact for vendors and reinforcing delegation of authority parameters for decision making.
  • Conduct periodic vendor reviews/evaluations/audits that consider various performance levels as well as the provider relationship.
  • Communicate fundamental changes in strategy roadmap that may impact existing vendors, solution timelines, and overall vendor performance.
  • Effectively communicate a clear and concise overview of vendors (summary of key contract terms, risks, opportunities, and service delivery guidelines) to key stakeholders and provide clarity on contract elements when required.
  • Act as the primary liaison for Procurement to ensure pricing is competitive for vendors.
  • Assist with ad-hoc projects as needed.

Requirements

  • Bachelor's degree in Business Administration, Marketing/Hospitality, Accounting, or a related discipline.
  • 2-4 years of experience in Procurement, Business Administration, Marketing/Hospitality, or a related discipline.

Preferred Qualifications

  • Experience in event management and contracting, including negotiating payment terms and discounts.
  • Coupa Software experience.

Personal Attributes

  • Strong presentation and communication skills, with the ability to clearly and concisely communicate ideas, outcomes, and impact using data to support claims.
  • Ability to maintain performance under tight timelines and a desire to dig into new and complex organizational challenges.
  • Ability to maintain a high level of accuracy in preparing and entering financial information.
  • Proficient in MS Office.
  • Knowledge of generally accepted accounting principles.
  • Legally authorized to work for any company in the country where this position is located without sponsorship.

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