Job Summary :

The Procurement Specialist is responsible for managing procurement processes while also providing essential support for accounting and administrative functions.

This role involves overseeing supplier relationships, negotiating contracts, ensuring regulatory compliance, and optimizing procurement strategies.

Additionally, the Procurement Specialist will contribute to the financial health of the organization by executing accounting tasks such as processing accounts payable, assisting with period-end close processing, reconciling financial statements, and assisting with budgeting and forecasting.

The role demands sharp attention to detail and the ability to work efficiently in a fastpaced environment to meet the demands of clients and stakeholders.

Essential Duties and Responsibilities :

Accounting duties :

• Process accounts payable transactions accurately and efficiently.
• Assist with period-end close processes, fixed assets depreciation and account reconciliations.
• Assist with invoice coding, data entry, and invoice processing.
• Reconcile bank and credit card statements to ensure financial accuracy.
• Prepare financial reports to provide insights into procurement-related expenses.
• Maintain meticulous financial records to support audit and reporting requirements.
• Respond to inquiries regarding procurement and accounting status.
• Prepare reports and analysis for managerial decision-making.
• Review and update purchasing procedures for efficiency.
• Assist other departments with procurement-related tasks.

Procurement / Purchasing duties :

• Find and evaluate suppliers based on quality, reliability, and cost criteria.
• Negotiate contracts and pricing agreements.
• Monitor supplier performance and address issues proactively.
• Ensure compliance with regulatory requirements.
• Stay informed about market trends and supplier capabilities.
• Conduct research to identify potential vendors and evaluate their suitability based on business requirements.
• Coordinate with departmental managers or operational leads to assess inventory needs and place orders accordingly.
• Generate purchase orders accurately and in a timely manner, ensuring alignment with budgetary constraints.
• Monitor inventory levels. Track and ensure timely replenishment of inventory.
• Maintain records of equipment and coordinate repair or replacement as needed.
• Maintain digital and physical vendor and vehicle files.
• Manage linen inventory and distribution to ensure client and area manager needs are fulfilled.
• Oversee the warehouse / inventory assistant.
• Manage office supplies inventory and coordinate purchases as necessary.

Requirements and Qualifications :

To perform this job successfully, an individual must be able to perform each essential duty and responsibility satisfactorily.

The requirements listed below are representative of the knowledge, skill and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

• Must have proficient computer skills including use of financial software and Microsoft Office Suite (Outlook / Excel / Word)
• Must be able to work independently, efficiently, and with self-management in a fast-paced environment.
• Must have experience in following, implementing, and improving systems and procedures for optimal efficiency.
• Operate with a high sense of urgency to meet tight deadlines and client demands.
• Must have a positive attitude.
• Must be dependable and reliable.
• Must be able to communicate effectively.
• Must have superior time management skills.
• Must be a dynamic, problem solver who is able to multi-task and think critically.
• Must have exceptional attention to detail and follow through
• Must be honest, responsible and maintain confidentiality.
• Exhibit a high level of accountability to oneself and others, ensuring reliability and trustworthiness in all responsibilities.
• Bachelor's degree in Supply Chain Management, Business Administration, Finance, Accounting, or a related field.
• 2 years of experience in procurement, with a solid understanding of accounting principles.

Last updated : 2024-05-20