Procurement Specialist

POSITION PURPOSE

The Procurement Specialist sources, purchases, and expedites materials, equipment, fabricated components, services, and subcontracted work required to support ICM projects. This role partners with supply chain, project management, engineering, manufacturing, field execution, accounting, warehouse, vendor management, and shipping to protect cost, schedule, compliance, and execution readiness.

This hands-on role converts project demand into disciplined purchasing activity, manages supplier commitments, maintains accurate D365 records, and escalates risks before they affect project performance.

WHY THIS ROLE MATTERS

Project procurement directly affects margin, schedule, field readiness, supplier reliability, and customer commitments. This role improves execution by making purchasing decisions timely, accurate, visible, and risk aware.

• Source materials, equipment, fabrication, services, and subcontracted work in support of active and upcoming capital projects.
• Ensure supplier commitments, lead times, freight needs, documentation, pricing, and purchase order details are accurate and visible.

WHO WILL THRIVE IN THIS ROLE

This role is for a detail-oriented buyer who balances urgency with process discipline. The ideal candidate is commercially aware, organized, persistent, comfortable in an ERP environment, and trusted for timely communication, reliable follow-through, and early risk escalation.

• You follow details closely but still understand the bigger project impact of cost, lead time, freight, quality, and supplier performance.
• You are comfortable escalating issues early and bringing options, facts, and recommendations—not just problems.

ESSENTIAL FUNCTIONS AND BASIC DUTIES

Key responsibilities include:

• Execute project procurement. Source, quote, negotiate, purchase, and expedite materials, equipment, fabrication, services, and subcontracted work required for assigned projects.
• Partner with project teams. Work with project management, engineering, manufacturing, field execution, warehouse, accounting, vendor management, and shipping to clarify requirements, priorities, delivery needs, and supplier expectations.
• Manage RFQs and supplier quotes. Prepare RFQs, gather competitive pricing, evaluate supplier responses, confirm commercial terms, identify exceptions, and recommend award decisions based on cost, quality, lead time, availability, risk, and project fit.
• Create and maintain purchase orders. Issue accurate purchase orders in D365, maintain item data and delivery dates, confirm order acceptance, document changes, and keep procurement records complete, current, and organized.
• Expedite and communicate risk. Monitor open orders, supplier confirmations, past-due items, long-lead materials, and delivery changes; communicate project impacts early and escalate issues with facts, options, and recommended actions.
• Coordinate vendor setup and compliance needs. Partner with vendor management to ensure suppliers are properly set up, required agreements are in place, insurance and safety-rating requirements are addressed, and purchasing activity follows company policies.
• Coordinate freight and logistics. Work with ICM shipping before committing freight vendors, shipment timing, carrier options, jobsite deliveries, or warehouse coordination that could affect cost, schedule, safety, or risk.
• Support cost savings and supplier performance. Identify opportunities for volume leverage, standardization, alternative suppliers, better terms, early-pay discounts, pricing improvements, and recurring supplier performance feedback.
• Resolve purchase-to-pay issues. Work with accounting, suppliers, receiving, warehouse, and project teams to resolve invoice discrepancies, receiving issues, price mismatches, quantity errors, and payment-related questions.
• Improve the process. Surface recurring supplier issues, handoff gaps, system problems, training needs, and process improvements that make project procurement more reliable.

QUALIFICATIONS

Education / Certification

• Bachelor’s degree in Supply Chain Management, Business, Operations, Engineering Technology, Industrial Distribution, Construction Management, Logistics, Finance, or a related discipline preferred. Equivalent purchasing, procurement, project coordination, manufacturing, construction, or industrial experience may be considered.
• Preferred certifications include APICS CPIM, CSCP, ISM CPSM, Lean Six Sigma, or comparable procurement, supply chain, logistics, project management, or continuous improvement credentials.

Required Knowledge & Experience

• 3 years of purchasing, procurement, sourcing, expediting, project buying, materials management, construction procurement, manufacturing procurement, or industrial supply chain experience required. Experience supporting capital projects, EPC, construction, fabrication, manufacturing, aftermarket, renewable fuels, energy, infrastructure, or industrial services preferred.
• Demonstrated experience requesting quotes, comparing supplier responses, negotiating pricing and delivery, issuing purchase orders, expediting open orders, resolving supplier or invoice issues, communicating with internal stakeholders, and keeping procurement records accurate required.
• Experience working in Microsoft Dynamics 365 Finance & Operations, MRP, ERP purchasing modules, or comparable procurement systems strongly preferred. Must be comfortable maintaining accurate item, purchase order, supplier, delivery, and documentation data.
• Ability to read and interpret purchase requisitions, Bills of Material, project requirements, supplier quotes, commercial terms, shipping requirements, and basic technical specifications preferred.
• Strong attention to detail, professional communication, follow-through, negotiation, organization, and problem-solving skills required. Must be able to manage multiple project priorities and work effectively in a developing procurement environment where standards and routines are being strengthened.

Skills / Abilities

• Accurate hands-on buyer with strong D365/MRP discipline and reliable purchase order management.
• Sound commercial judgment across price, lead time, quality, freight, supplier capability, risk, and total project impact.
• Credible collaborator with project managers, engineers, manufacturing, accounting, warehouse, shipping, suppliers, and field teams.
• Able to balance urgent requests, past-due orders, changing priorities, and supplier follow-up without losing process discipline.
• Clear communicator who provides timely status updates, practical escalation, and professional supplier interaction.
• Strong cultural fit: ownership, humility, collaboration, stewardship, and commitment to improving the system.