Procurement Specialist

About the role

Vanguard Direct, A TSG Company, is hiring a Procurement Specialist to facilitate our clients' needs for direct mailing services and printed materials. You will translate client needs into accurate specifications, source and negotiate with our print partners, and manage each direct mail program from planning through mail drop, including kitting and inventory.

Client management is at the center of this role. You will own day-to-day client relationships for direct mail services, serving as their trusted advisor on what to buy and how to mail it, and as our print partners' single point of contact on exactly how each piece must be produced.

Key responsibilities

Client management

• Own day-to-day client relationships for direct mail services, serving as their primary contact from planning through mail drop.
• Lead kickoff and status calls, keeping clients informed on schedules, proofs, quantities, postage, and delivery.
• Learn each client's campaign goals, mail calendar, and budget, and anticipate upcoming needs before they are requested.
• Resolve issues quickly and professionally, escalating when needed and following through to closure.
• Recommend format, postage, and production changes that lower cost or improve campaign performance.
• Prepare quotes, estimates, and program reports, and partner with sales on renewals and growth.

Direct mail program procurement

• Build complete specifications for direct mail components, including outer envelopes, BREs and CREs, letters, inserts, self-mailers, postcards, and catalogs.
• Advise clients on formats, substrates, and finishing that balance cost, production efficiency, and postal rates.
• Coordinate data, personalization, lettershop, inserting, and presort requirements with production teams.
• Confirm mailpiece designs meet USPS automation standards and qualify for available postal discounts and promotions.
• Manage proofs, samples, and approvals before production, and verify mail drop and postage documentation after.

Print partner management

• Issue RFQs to print and lettershop partners, compare bids on price, capability, and schedule, and recommend the best fit.
• Negotiate pricing, terms, and turnaround times; issue and track purchase orders.
• Communicate specs, artwork, mail files, and delivery instructions clearly, and resolve production questions quickly.
• Monitor production against mail dates and flag risks to schedule or quality early.
• Evaluate partner performance on quality, on-time delivery, and responsiveness.

Kitting and inventory

• Set up kit items, including components, bills of materials, assembly instructions, and packaging requirements.
• Track client-owned inventory, usage, and reorder points to keep programs mailing without stockouts or excess.
• Coordinate with warehouse teams on kit builds, cycle counts, and inventory reporting to clients.

Administration

• Maintain accurate job records, pricing files, and partner documentation.
• Review partner invoices against POs and resolve billing variances.

Required qualifications

• 3 years of experience in print procurement, print buying, or direct mail account management, with a track record of managing client relationships.
• Solid working knowledge of direct mail production, including data processing, variable data personalization, lettershop, inserting, and presort.
• Working knowledge of USPS mailing standards, automation requirements, and postal discounts and promotions.
• Working knowledge of envelope specifications: standard and custom sizes, window placement and patching, flap and seam styles, closures (gum, peel-and-seal), and conversion from flat sheets.
• Strong understanding of paper and substrates, including coated and uncoated stocks, basis weight and caliper, synthetics, label stocks, and recycled or FSC-certified materials.
• Familiarity with print processes (offset, digital, inkjet, flexo) and finishing requirements such as folding, scoring, perforating, die cutting, gluing, binding, laminating, UV and aqueous coating, foil stamping, and embossing.
• Experience setting up kits and working with warehouse inventory, including item setup, bills of materials, units of measure, and reorder planning.
• Proven ability to read and write production specifications and catch errors before they reach press.
• Proven client management skills, including running status calls, setting expectations, and resolving issues under deadline pressure, with clear and professional communication.
• Strong negotiation skills and comfort managing multiple print partners and mail dates at once.
• Proficiency in Microsoft Excel and experience with ERP, purchasing, or inventory management systems.

Preferred qualifications

• Experience in a direct mail agency, print management, or marketing services company.
• Familiarity with commingling, co-palletization, and postal logistics options.
• Experience with multichannel campaigns that pair direct mail with digital touchpoints.
• Bachelor's degree in business, marketing, supply chain, graphic communications, or a related field, or equivalent experience.

What makes someone successful here

You build trust with clients by knowing their programs as well as they do. You catch the small spec and postal errors that become expensive reprints or missed mail dates. You stay calm when a deadline moves and keep clients and print partners aligned.

To apply, submit your resume and a short note describing a direct mail program where your client management or spec knowledge made a difference.

Pay: $70,000.00 - $80,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Employee discount
• Health insurance
• Health savings account
• Life insurance
• Paid parental leave
• Paid time off
• Referral program
• Vision insurance

Work Location: Hybrid remote in New York, NY 10018

Salary : $70,000 - $80,000