Procurement Specialist

Summary of position:

The Procurement Specialist supports Southern Minnesota Beet Sugar Cooperative’s purchasing efforts by maintaining stock and ordering special items. The specialist’s essential functions include electronic purchasing organization as well as administrative responsibilities. As a SMBSC representative, the Procurement Specialist is vital in both internal and external communications and relationship management. This role plays a key part in coordinating with operations, storeroom staff, and vendors to ensure timely procurement and material handling that supports daily plant operations.Essential Functions:

 Electronic Purchasing Organization

• Utilizes Basware to properly account for returns, receipts of new materials (overage/shortage), damages and associated back orders
• Places orders for all materials handled to maintain inventory minimums, maximums and lead times.
• Works closely with storeroom and maintenance staff to verify materials received, resolve delivery discrepancies, and ensure physical inventory accuracy.
• Coordinates with internal departments to confirm materials meet specifications and are available to support operational needs.

Administrative Responsibilities

• Create purchase orders to maintain adequate inventory stock levels
• Review order requests (OR’s) / capitol order requests (COR’s) and validate they have proper documentation, current quotes, and are set up according to company policy before processing
• Generate reports on a daily, weekly and monthly basis to support departmental visibility and accountability.
• Manage past due PO’s keeping all key stake holders and documentation updated
• Maintain standard operating procedures (SOP)
• Track renewing multi-year agreement PO’s ensuring we have proper time to go out for bids and renew before the original agreement ends.
• Archive and track lease agreements and contracts
• Archive and track certificates of insurance (COI)
• Support the work order process orders and returns as required to maintain proper inventory levels.
• Build part numbers in our inventory after the data has been approved by the inventory control supervisor.
• Maintain set office supplies items we keep on hand to support operations.
• Communicates and leverages relationships with peers, managers and vendors to keep supplies filled to meet operational demands while minimizing overall expenditures
• Collaborates regularly with operations, maintenance, and storeroom staff to address time-sensitive procurement needs, verify materials, and ensure uninterrupted plant operations.

Core Competencies and Skill Requirements:

• Excellent written and oral communication skills
  • Ability to develop interpersonal relationships to oversee employee and vendor relationships
  • Ability to have a high attention to detail and produce accurate information
• Proficiency in Microsoft Word and Excel
  • Ability to create and edit Microsoft Word documents
  • Familiarity with managing data in Microsoft Excel including sorting data, exporting data into reports and developing spreadsheets to meet organizational needs
• Strong work ethic
  • Ability to work independently and manage time wisely
  • Ability to handle multiple tasks while producing accurate results
  • Ability to maintain a satisfactory record of attendance and conduct
  • Demonstrates reliability and consistency in supporting daily operational needs and departmental coordination.
• Knowledge of accounting and inventory systems
  • Ability to understand the basic inventory process utilizing accounting concepts such as credits, debits, accounts payable and net terms
  • Ability to track and record multiple types of data (examples include leases, contracts and chemical sheets)
• Exceptional organizational skills
  • Ability to key data quickly and accurately
  • Ability to prioritize organizational needs to meet department needs while providing excellent customer services to peers, managers and vendors
  • Ability to meet and manage timelines

Required Education and Experience:

• Two or more years of experience in purchasing and/or inventory control
• Strong proficiency in Microsoft Excel, including the ability to create and maintain spreadsheets, use formulas, and analyze data
• Proficiency in Microsoft Word and Outlook
• Experience working with work orders or in a factory support setting is a plus

Other:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change any time with or without notice.