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Procurement Operations Specialist

2 months ago

Dalton, United States Shaw Full time

Job Title

Procurement Operations Specialist

Position Overview

POSITION OVERVIEW: 

The Procurement Operations Specialist supports all of the source to pay activities for Shaw’s Indirect and Direct Spend. Specific activities would be focused on any of the following areas: contracting, supplier diversity, supplier onboarding, credit card compliance, Supply Room Operations, procurement, supplier risk management, and more as assigned by department leadership. Shaw’s expectation is to take on any of these areas to design and develop efficient processes that provide outstanding customer service to the Sourcing organization as well as the broader business. This role requires a highly proactive individual and someone that works to develop automated solutions to scale the organization. 

The contract related activities would focus on developing and standardizing the contract storage policy and practices, basic understanding of contractual elements, uploading contracts, and extracting relevant contractual data to company systems. Once established, the role will need to execute an education and influence campaign throughout the organization to collect contracts that need to be cataloged while also ensuring business stakeholders understand the contracting process and expectations. Strong alignment with Category Managers is imperative to understand the various sourcing initiatives occurring and work to establish contract alerts that are proactively communicated. Additionally, working closely with Legal on Direct and Indirect Spend contracting matters where Legal would need information and provide visibility to Legal regarding current sourcing activity and expected support required for the Sourcing organization. 

The supplier onboarding, documentation, and maintenance activities include creation of efficient and robust supplier onboarding processes and ensuring that suppliers keep required documentation (i.e., certificate of insurance) up to date which allows them to remain active suppliers for Shaw. This function would be closely aligned with Risk Management who have authority to deactivate suppliers for inadequate documentation. This role is engaged in supplier risk management activities from onsite liability assurances to supply chain risk mapping. This role also aligns with IT security when applicable related to the type of supplier data interactions are anticipated. This role is responsible for the implementation of new onboarding processes and supplier risk mapping initiatives. This role provides valuable insight to the risks inside of our supply chains and collaborates with Sourcing and Supply Chain leaders to highlight and identify mitigation techniques to reduce risk, likelihood, and severity. This role will assist with continuous review and evaluation of suppliers in close alignment with Category Managers using a variety of methods. The Procurement Operations Specialist may also assist qualified suppliers to enter our Supply Chain Finance program, if applicable. A proactive approach saves the organization significant operational challenges and disruptions while providing a positive supplier experience. 

Purchase Cards serve specific purchasing needs across the organization and are governed by Corporate Policies. The Procurement Operations Specialist will audit, monitor, and track user activity to ensure program compliance. The Procurement Operations specialist will work with appropriate business partners and Internal Audit on refinement of audit programs to ensure compliance and minimize risk across the enterprise. 

Supplier diversity is a critical element at Shaw to promote an ethical and equitable supply chain. The supplier diversity activities would be focused on capturing and expanding all diverse supplier spend at Shaw. Initially more robust and efficient capture of diverse spend would be the focus through rigorous reporting, introduction of 3rd party information, etc. Future efforts would be developing best practices on how to improve supplier diversity at Shaw through greater awareness and influence of the Sourcing team and broader organization.

Supply Room Operations includes oversight, optimization, training, and compliance for all plants with a supply room. This role focuses on operational excellence within all the supply rooms and serves as a resource for the teams that run the individual locations. Annual audits and related follow up, continuous training for supply room resources, and process improvements are key to the success of the supply rooms across the organization. 

The Procurement Operations Specialist will ensure all processes are documented and updated as required. 

RESPONSIBILITIES: 

The Procurement Operations Specialist will be responsible for the following activities as selected by the Procurement Operations Manager or Senior Leadership:

Develops contract repository solution and storage process/expectations. Uploads existing agreements and extracts required fields to systems. Executes education campaign to ensure all business partners know contract storage expectations and process. Performs initial effort capture all existing agreements that are spread disparately throughout the organization. Proactively ensures new contracts are being properly stored. Distributes contract expiration alerts and ensures business and Category Managers incorporate expiration into annual planning process. Coordinates with Legal to ensure close alignment. Develops and shares sourcing pipeline to prepare Legal for upcoming contract review support. Ensures visibility of agreement documentation for upcoming Sourcing initiatives. Report on contract adherence by contract in terms of spend. 

Manages proper supplier onboarding process to ensure suppliers can be paid. Proactively ensures suppliers are kept in good standing for all required documentation. Coordinates with Risk Management and impacted Sourcing team members for supplier activations/deactivations. Key senior level communications on risk mapping and mitigation; Communicates with Category Managers to assist in tracking and scheduling Supplier Business reviews. Develops and manages continuous supplier risk evaluations. Understands and assists qualified suppliers to enter our Supply Chain Finance program, if deemed applicable. Process improvements to streamline processes and further develop supplier relationship management services.

Ensures card and policy compliance based on need and role. Audits of all card usage processes to remain in compliance with Sarbanes-Oxley, Shaw Policy, Sourcing Policy, Travel Policy, Meeting Card Policy, and accounting policies as applicable. Tracks violations, enforces policy guidelines, and collaborates with business partners, card program administration, card program reconciliation, internal audit, and HR. Identifies process improvement opportunities and makes recommendations based on trends in data. Advances Shaw’s strategic objectives by developing processes and procedures to create sustainable compliance practices. Educates internal business partners on compliance requirements, to ensure that the programs are used effectively to meet business needs. Develops compliance training for internal customers to ensure programs are being utilized within corporate guidelines. 

Supplier diversity management, tracking, and reporting. Engagement with senior leadership to develop goals for supplier diversity. Engagement of marketing to develop internal and external program marketing. Influencing the organization regarding supplier diversity benefits Development of internal and external training materials. Identifying key industry resources to utilize to identify and leverage spend opportunities with diverse suppliers while managing the program to budget. Reporting on progress to goals frequently throughout Shaw; 

Supply Room Operations support as required. This could include but not limited to: Audits, Audit tracking, Audit resolution, Item Adds, Training, Parts Transition, Stuck MSR's, Staged Errors, Discontinued Parts, System Troubleshooting, and Reporting; 

Cross trains to allow agile backup, continuous improvement, and support to all Procurement Operations functions; 

Completes special projects or additional work as requested by leadership. 

COMPETENCIES:

Build Customer Satisfaction

Execute Action Plan

Initiate Action

Build Trusting Relationships

Deliver Compelling Communication

REQUIREMENTS:  

4-year degree in Supply Chain, Business, Finance, Logistics, or Engineering OR High School Diploma/GED and 4 years of Supply Chain experience.

Experience in project management preferred 

Experience practicing strategic influence to drive change and optimization 

Experience leading process, behavioral, and technology changes 

PREFERRED REQUIREMENTS:

Proficient in Microsoft Office, Smartsheet, Tableau, and Power BI 

Location: This role will be primarily onsite, with some hybrid work available when possible

Work Shift

8 Hr non-rotating shift, Hrs fall to in punch day, Observed Calendar, shift starts AM

Shaw Industries is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, gender identity, religion, sexual orientation, national origin, disability, genetic information, pregnancy, protected veteran status, or any other protected characteristic as outlined by federal, state, or local laws.