What are the responsibilities and job description for the Procurement Specialist position at Waibel Energy Systems?
Why Waibel?
As an eight-time Best Places to Work winner, Waibel Energy Systems is driven by our purpose of Making a Difference. We strive to be at the forefront of innovation and excellence, ensuring that our clients' buildings are not just structures but thriving businesses, facilities, and institutions. Our Mission to Do What’s Right underscores our commitment to integrity, ethical behavior, and making decisions that are in the best interest of our clients, associates, and communities.
POSITION DESCRIPTION
The Procurement Specialist is responsible for sourcing, purchasing, and managing materials, equipment, and services required to support company operations. This position ensures timely procurement of quality products at competitive prices while maintaining strong supplier relationships and supporting inventory, project, and service requirements. The Procurement Specialist works closely with operations, service, estimating, accounting, and warehouse personnel to ensure procurement activities align with company objectives.
EDUCATION AND EXPERIENCE
- A High School Diploma or equivalent
- Knowledge of Mechanical HVAC and Plumbing Systems
- Experience in purchasing, inventory management, or supply chain
- Knowledge of Microsoft Office software and working proficiency with a handheld computer (i.e., smartphone, iPad)
KNOWLEDGE, SKILLS, AND ABILITIES
- Excellent collaboration, communication, and follow-up skills
- Strong analytical, problem-solving, and decision-making skills
- Ability to prioritize workload
- Proficient with Microsoft Office Suite or related software as needed to complete reports and other documentation
JOB DUTIES AND RESPONSIBILITIES
Purchasing & Sourcing
- Source and procure materials, equipment, and services from approved suppliers.
- Create and issue purchase orders in accordance with company procedures.
- Review purchase requisitions for completeness and accuracy.
- Negotiate pricing, lead times, and terms with suppliers.
- Identify alternate sources of supply to reduce risk and improve competitiveness.
Vendor Management
- Develop and maintain strong relationships with vendors and manufacturers.
- Monitor supplier performance regarding pricing, quality, delivery, and responsiveness.
- Resolve supplier-related issues, discrepancies, and delivery concerns.
Inventory & Material Coordination
- Coordinate with warehouse team to maintain appropriate inventory levels.
- Monitor stock levels and initiate replenishment activities.
- Support inventory optimization efforts to minimize excess and obsolete inventory.
- Assist with cycle counts and inventory accuracy initiatives.
Order Management
- Track open purchase orders and expedite critical deliveries.
- Communicate order status updates to internal stakeholders.
- Resolve receiving discrepancies, damaged shipments, and invoice variances.
- Maintain accurate procurement records and documentation.
Cost Control & Analysis
- Analyze purchasing trends and identify cost-saving opportunities.
- Support annual budgeting and forecasting activities.
- Monitor market conditions affecting pricing and availability.
- Assist with vendor contract administration and renewals.
Compliance & Documentation
- Ensure procurement activities comply with company policies and procedures.
- Maintain accurate supplier records and purchasing documentation.
- Support audit requests and procurement reporting requirements.
- Adhere to ethical purchasing standards and conflict-of-interest policies.
OTHER DUTIES
- Participates in meetings and training as assigned, for the purpose of obtaining information related to the company or to performing/improving job knowledge and performance.
- Performs other duties as assigned for the purpose of ensuring the efficient and effective functioning of the department and/or company
SPECIAL JOB AND PHYSICAL REQUIREMENTS
- Must pass a background check
- Valid Driver’s License with no major traffic violations, suspensions, or DUI’s in the previous 5 years.
- Availability to work additional hours beyond normal business hours
- Regularly spend long hours sitting and using the telephone and computer
- Regularly move from sitting to standing positions effortlessly
- Regularly see details of objects that are less than a few feet away
- Regularly speak clearly so listeners can understand
- Regularly understand the speech of another person
- Frequently bend to file and maintain files
- May be required to occasionally lift items up to 50 pounds
- May require occasional travel to attend training, workshops, or conferences
BENEFITS
- Medical with competitive rates and deductible reimbursement
- Paid Dental/Vision
- Paid Vacation starting at 10 days per year
- 8 Paid Sick Days per year
- 8 Hours of Paid Volunteer time off per year
- Paid Basic Life Insurance
- 401k Match and Profit Share
- Technical and Leadership Training Opportunities
- Voluntary Life Insurance
- Voluntary Short- and Long-Term Disability
- Voluntary Accident and Critical Illness Insurance
Join Our Growing Team Today!
Waibel Energy Systems, Leading the Way to Make Building Work Better, Together.