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Procurement and Order Management Specialist

2 months ago

Ventura, California, United States Live Well Brands | Seven Oaks Ranch (a division of Shangrila Group) Full time
Job Description

Position: Procurement and Order Management Specialist

Department: Operations

Reports To: Operations Manager

Location: Ventura, CA

Job Type: Full-Time

Position Overview:

We are in search of a proactive and detail-focused Procurement and Order Management Specialist to oversee our organization's purchasing operations and manage order processing with our distributor and wholesale partners.

This position plays a crucial role in facilitating the efficient functioning of our procurement and order management processes, merging tasks that are typically divided in larger firms, with the potential for future specialization as our organization expands.

In terms of procurement, the ideal candidate will take charge of the complete purchasing cycle, from estimating optimal order quantities to placing timely purchase orders with suppliers for all necessary materials and components. This role is conducted within our Quality Management System (QMS) in a regulated and certified environment.

Regarding order processing, the successful candidate will guarantee the precision and timeliness of deliveries to distributor accounts, while meticulously documenting all product returns to ensure effective order management and accounting.

The specialist will be expected to adhere to established Standard Operating Procedures (SOPs) and regularly propose enhancements to management. Furthermore, the specialist will collaborate with various departments to ensure adherence to essential specifications and documentation requirements.

Key Responsibilities:

Procurement:

· Oversee procurement functions, including identifying new suppliers, ensuring compliance with technical specifications, negotiating terms, and assessing supplier performance.

· Analyze demand patterns and sales forecasts, assisting senior management in developing and executing sourcing strategies.

· Research and evaluate potential suppliers, confirming they align with the company's quality standards.

· Maintain strong relationships with internal project teams and suppliers to achieve optimal results.

· Prepare proposals, solicit quotes, and negotiate purchase agreements.

· Generate and issue purchase orders and contracts, ensuring all requisite approvals and documentation are completed.

· Monitor supplier performance, address issues proactively, and ensure timely delivery of goods.

· Inspect and assess the quality of procured items, resolving any discrepancies.

· Collaborate with the Quality Control/Regulatory Manager to ensure that materials meet critical specifications and that vendors provide necessary certifications.

· Develop and maintain a comprehensive vendor database, including details such as minimum order quantities, pricing, shelf life, and lead times.

· Explore and cultivate alternative suppliers for key items while nurturing long-term relationships with existing vendors.

Order Management:

· Process incoming distributor orders, ensuring accuracy in pricing, product selection, and shipping information.

· Coordinate with warehouse and logistics teams to ensure precise and timely order fulfillment.

· Track order status and provide updates to distributors as needed.

· Maintain accurate records of all processed orders, including confirmations, shipping details, and customer communications.

· Collaborate with sales and customer service teams to accommodate special requests or modifications to orders.

· Monitor returned products from distributors to ensure accurate recording and timely restocking or disposal as appropriate.

Compliance and Reporting:

· Prepare reports and maintain precise inventory and procurement records.

· Ensure adherence to company policies, procedures, and regulatory standards.

Skills and Qualifications:

· High school diploma / Associates Degree required (Bachelor's Degree in Supply Chain Management or a related field preferred).

· Minimum of 2 years of experience in a purchasing role or similar capacity.

· Strong understanding of procurement strategies and purchasing processes.

· Excellent communication, interpersonal, and negotiation abilities.

· Strong analytical skills, problem-solving capabilities, and attention to detail.

· Proficiency in Microsoft Office Suite (especially MS Excel) is required.

· Familiarity with ERP systems and business application software (knowledge of Great Plains Software is a plus but not mandatory).

· Team-oriented with strong organizational skills and the ability to manage multiple tasks and deadlines effectively.

Work Environment:

· This role operates in a professional office setting, with regular interactions with:

o the warehouse and logistics team,

o accounting, and

o the quality assurance/regulatory oversight team.

· We have a small, collaborative staff and expect that as challenges arise, each individual will contribute to ensure timely and seamless operations.

Salary Range: Starting salary for this position is anticipated to be between $50K to $70K annually, based on the candidate's education and relevant experience.

Benefits: Medical reimbursement, generous vacation pay, and additional benefits, including participation in a bonus pool based on company performance.

How to Apply: For consideration, please submit a current resume and a cover letter detailing your interest and suitability for the position.