Procurement Specialist

Index Analytics, LLC, is a rapidly growing, Baltimore-based small business providing health-related consulting services to the federal government. At the center of our company culture is a commitment to instilling a dynamic and employee-friendly place to work. We place a priority on promoting a supportive and collegial team environment and enhancing staff experience through career development and educational opportunities.

We are seeking a mid-level Procurement Specialist to manage end-to-end tangible procurement activities, including supplier sourcing, competitive quote collection, purchase execution, receiving, and inventory control. This role also supports proposal development by coordinating Other Direct Cost (ODC) inputs, collecting pricing, documenting assumptions, and maintaining supporting documentation for quoted items.

Responsibilities

• Source and procure tangible goods and equipment by identifying suppliers, confirming requirements/specs, and obtaining multiple competitive quotes (RFQ/RFP as needed).
• Evaluate offers using price, delivery, warranty/service, and supplier performance; recommend best-value selections.
• Negotiate pricing and purchasing terms within established guidelines; coordinate with stakeholders to confirm requirements and timelines.
• Create and manage purchase documentation (requisitions, purchase orders, order confirmations), and track orders through delivery and acceptance.
• Maintain accurate inventory records for procured items; track receiving, stock levels, storage locations, issuance, and replenishment needs.
• Coordinate receiving/inspection, resolve discrepancies (quantity, damage, incorrect items), and manage returns/RMAs with vendors.
• Partner with IT/Facilities/Operations (as applicable) to ensure inventory aligns to project and operational needs, and that records support auditability.
• Support proposal teams by collecting vendor quotes and building ODC inputs for tangible items (and related direct purchase costs, as applicable).
• For each quoted ODC/material item, compile descriptions, rationale/assumptions, and basis of estimate, and help ensure pricing is supported with documentation (e.g., vendor quote, catalog pricing, substantiation).
• Maintain organized files for ODC price support and “price reasonableness” documentation to align with proposal and contract file needs.
• Where required by contract or prime/sub agreements, route proposed ODCs for appropriate review/approval before purchase/incurrence.
• Track procurement metrics and provide updates on open orders, supplier lead times, inventory levels, and cost variances.
• Identify cost-saving opportunities through standardization, supplier consolidation, and market awareness.
• Ensure procurement activities follow internal procedures and maintain complete documentation for traceability and audits.

• U.S. citizen or otherwise authorized to work in the United States and able to demonstrate physical residency in the U.S. for at least three (3) of the past five (5) years.
• Bachelor’s degree in Business, Supply Chain, Finance, Logistics, or a related field (or equivalent experience) with five (5) or more years of procurement/purchasing experience, with direct responsibility for sourcing, vendor management, and quote evaluation.
• Demonstrated experience obtaining and analyzing multiple quotes and executing best-value purchases.
• Experience maintaining inventory records and coordinating receiving/fulfillment.
• Strong proficiency with Microsoft Excel and documentation practices (pricing comparisons, quote logs, trackers).
• Excellent communication skills and ability to coordinate across operations, finance, and proposal teams.

Preferred Qualifications

• Experience supporting proposal pricing activities, including documenting assumptions and maintaining quote support for ODC/material line items.
• Familiarity with contract/prime-sub environments where ODCs require review/approval processes.
• Procurement or supply-chain certification (e.g., CPSM/CPP/APICS) is a plus.
• Experience with purchasing/inventory systems or ERPs (e.g., Coupa, SAP, Oracle) is a plus.
• Experience with CMS or other Government entities is a plus.

Core Competencies

• Vendor sourcing and relationship management, ensuring strong partnerships and reliable supplier performance
• Execution of RFQ processes with consistent documentation rigor and procedural discipline
• Detailed cost and price analysis with strong attention to accuracy and financial impact
• Inventory control, operational coordination, and follow‑through to maintain efficient workflows
• Effective collaboration, prioritization, and deadline management - particularly in fast‑paced proposal environments.

Attention Candidates

We're dedicated to ensuring a safe and transparent recruitment process for all candidates and have implemented robust measures to protect your personal information. Please be aware that all employment-related communications will originate from a secure portal (NAME@msg.paycomonline.com) or a corporate email address (NAME@index-analytics.com). If you have any concerns, please don't hesitate to reach out to us at recruiting@index-analytics.com.

If you are selected for an interview, please be advised that Index Analytics LLC reserves the right to prohibit the use of artificial intelligence (AI) tools, including but not limited to AI-generated responses, real-time transcription, or automated assistance during the interview process. We value authentic interactions and the opportunity to engage directly with candidates. Any unauthorized use of AI may result in disqualification from consideration.

The salary range provided represents the estimated compensation for new hires in this position, applicable across all locations. Actual offers may vary based on factors such as the candidate's skills, qualifications, experience, and market conditions. Index complements its base salary offering with a competitive package that includes health and retirement benefits, discretionary bonuses, and reimbursement for professional development opportunities.

Index Analytics provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Salary : $80,750 - $110,250