What are the responsibilities and job description for the Procurement Specialist position at Holley-Navarre Water System INC?
Description
Summary
The Procurement Specialist supports Holley-Navarre Water Systems, Inc. (HNWS) and its affiliated organizations (MESI and FRUS) by assisting with day-to-day purchasing and procurement functions. This position helps ensure the organization obtains quality goods and services in a timely, accurate, and cost-effective manner, while following all applicable policies, procedures, and documentation requirements.
This position works collaboratively across departments and reports to the Procurement Manager. The Procurement Specialist must exercise sound judgment, maintain confidentiality, and communicate professionally with vendors and internal staff.
Requirements
Essential Duties and Responsibilities (Other duties may be assigned)
Purchasing & Procurement Support
- Assist with purchasing activities including requesting quotes, verifying pricing, placing orders, and tracking deliveries.
- Prepare and process purchase orders and requisitions for materials, supplies, and equipment.
- Verify purchasing documentation for accuracy, completeness, and proper approvals.
- Maintain purchasing files and required procurement documentation in accordance with Company policies and procedures.
- Ensure all purchases are correctly coded within the Company accounting software.
- Maintain updated records of purchased products, delivery information, and invoices.
Vendor & Order Coordination
- Communicate with suppliers to request quotes, confirm pricing and lead times, and resolve issues such as shortages, damages, or late deliveries.
- Assist the Procurement Manager with vendor coordination, supplier communication, and follow-up activities.
- Document supplier performance issues and support corrective actions as needed.
Contracts, Bids & Documentation
- Support procurement-related documentation such as RFQs, bids, and vendor files as assigned by the Procurement Manager.
- Assist with compiling, organizing, and maintaining contract-related documents and deliverables.
Inventory & Materials Support (Non-Supervisory)
- Work closely with the Inventory Manager to assist with basic inventory needs, including communicating regarding stock levels, reorder points, and upcoming material requirements.
- Coordinate with warehouse and operations personnel to support delivery scheduling, receiving needs, and accurate documentation.
Professional Support & Continuous Improvement
- Provide excellent internal customer service to departments requesting goods and services.
- Follow established procurement procedures and recommend process improvements where gaps are identified.
- Maintain professional, cooperative working relationships with vendors and staff.
Skills & Requirements
- Ability to work as part of a team and support procurement priorities under the direction of the Procurement Manager.
- Strong organizational skills with exceptional attention to detail.
- Strong verbal and written communication skills.
- Ability to handle confidential and sensitive information appropriately.
- Problem-solving mindset with the ability to resolve purchasing and vendor issues professionally.
- Strong documentation and recordkeeping skills.
- Ability to adapt to changing priorities and operational needs.
- Intermediate proficiency with Microsoft Office 365 (Outlook, Word, Excel).
- Ability to learn new software applications and procurement systems quickly.
Education and/or Experience
Associate or Bachelor’s degree in Business, Supply Chain, Logistics, or a related field preferred, or equivalent experience.
Minimum of 2 years of experience in purchasing, procurement, or related administrative support preferred.
Certificates, Licenses, Registrations
Current Florida Driver’s License.