Procurement Admin

The Procurement Admin is responsible for implementing administrative tasks associated with the procurement and process to ensure timely and cost-effective acquisition of goods and services. This is primarily an administrative role that reports to Engineering and supports purchasing, receiving, shipping, vendor management, customer spare parts requests, and compliance with company policies and procedures. This role works closely with the Finance team to ensure accurate billing and project cost tracking.

Key Responsibilities

Purchasing:

• Coordinate purchasing activities across departments to meet operational needs.


• Work with Engineering to enter Purchase Requisitions into the ERP system.


• Maintain current vendor documentation (Vendor Agreements, standard T&C’s, W9’s).


• Perform monthly review of open Purchase Orders to ensure AP invoices have been received.


• Train new employees in procurement processes.


• Maintain procurement documentation for audits and reporting.

Shipping & Receiving:

• Work with Engineering to track receipt of orders.  Enter tracking data into the ERP system.


• Work with Engineering to arrange shipments to customers. 


• Our office occasionally receives large shipments.  These will be handled by Engineering.  Forklift use and large equipment handling are NOT an expectation of this role.

Customer Spare Parts:

• Interface with customers to quote, purchase, and track spare parts requests. If necessary, coordinate with Engineering to confirm technical details.


• Work with Finance to manage spare parts projects and cost tracking.

General Support:

• Resolve issues related to delivery delays, quality concerns, or pricing discrepancies.


• Assist in developing procurement strategies to improve efficiency.


• Prepare reports on procurement metrics for management review.

Qualifications

• 2+ years of experience in purchasing and inventory coordination.


• Strong organizational, negotiation, and communication skills.


• Proficiency in Microsoft Office and inventory/procurement software (e.g., SAP, Oracle, NetSuite).


• Detail-oriented with strong analytical and problem-solving abilities.


• Familiarity with demand planning and inventory optimization techniques.

Ability to work independently and collaboratively in a fast-pace