Job Overview
Job Overview
The Procurement and Operations Specialist plays a critical role in managing the end-to-end procurement processes and supporting operational activities within the organization. This position focuses on sourcing and purchasing goods and services efficiently while ensuring compliance with company policies and regulatory standards. The specialist collaborates closely with suppliers, internal departments such as finance and logistics, and cross-functional teams to optimize supply chain performance and operational workflows. Emphasis is placed on cost control, vendor relationship management, and continuous process improvement to support business objectives in a dynamic operational environment.
Organizational Impact
The Procurement and Operations Specialist plays a critical role in ensuring the seamless acquisition of goods and services essential for operational efficiency. By managing supplier relationships, negotiating contracts, and coordinating logistics, this role directly supports cost optimization and timely delivery, which are vital for maintaining competitive advantage and operational continuity. Their efforts contribute to streamlined workflows, reduced operational risks, and enhanced compliance with industry regulations, thereby driving overall organizational success and supporting strategic business objectives.
Key Systems
Professionals in this role typically utilize Enterprise Resource Planning (ERP) systems such as SAP or Oracle to manage procurement and inventory processes. They also rely on Supplier Relationship Management (SRM) platforms to track vendor performance and contracts. Additionally, tools like Microsoft Excel for data analysis, procurement-specific software such as Coupa or Ariba, and project management systems like Microsoft Project or Asana are commonly used to coordinate operations and ensure timely execution of procurement activities. Communication and collaboration are often facilitated through platforms like Microsoft Teams or Slack.
Inputs
The Procurement and Operations Specialist receives a variety of inputs critical to managing supply chain and operational activities. These inputs include purchase requisitions, vendor quotes, contracts, inventory reports, and delivery schedules, often arriving via email, procurement software platforms, and internal communication tools. Additionally, the specialist handles requests from internal departments, compliance documentation, and operational performance data. They also monitor supplier communications, regulatory updates, and market trends relevant to procurement and operations. These inputs require careful review and coordination to ensure alignment with organizational goals and regulatory standards.
Outputs
The outputs produced by the Procurement and Operations Specialist consist of finalized purchase orders, vendor agreements, inventory status reports, and operational performance analyses. They generate procurement documentation that complies with company policies and regulatory requirements, and deliver timely updates to stakeholders through emails, reports, and presentations. The specialist also issues task assignments related to supplier management and operational improvements, and coordinates with logistics teams to ensure smooth delivery processes. These outputs are typically shared via enterprise resource planning (ERP) systems, email communications, and internal collaboration platforms, reflecting a high standard of accuracy and efficiency expected in a North American operational environment.
Activities
– Manage procurement processes to ensure timely acquisition of goods and services
– Identify and evaluate suppliers based on quality, cost, and delivery performance
– Negotiate contracts and terms with vendors to optimize cost-efficiency
– Monitor purchase orders and resolve discrepancies or delays
– Coordinate operational activities to support supply chain and production schedules
– Collaborate with internal departments to forecast demand and inventory needs
– Track and analyze operational metrics to identify areas for process improvement
– Ensure compliance with company policies and regulatory requirements related to procurement and operations
– Maintain accurate records and documentation for audits and reporting
– Prepare reports on procurement status, cost savings, and operational performance
– Support continuous improvement initiatives by providing data and insights
Recommended Items
– Comprehensive training on company procurement policies and operational procedures
– Access to procurement management software and inventory tracking systems
– Standardized templates for purchase orders, vendor evaluations, and contract agreements
– Checklists for compliance with regulatory and quality assurance standards
– Documentation on supplier onboarding and performance review processes
– Guidelines for negotiation strategies and cost analysis techniques
Content Examples
– Purchase orders, vendor contracts, and supplier agreements
– Inventory reports and stock level analyses
– Operational workflow documentation and process improvement plans
– Cost-benefit analyses and budget tracking reports
– Compliance checklists and regulatory documentation related to procurement
– Supplier performance evaluations and risk assessment reports
– Communication logs with vendors and internal stakeholders
– Procurement schedules and delivery tracking records
Sample Event-Driven Tasks
– Responding to supplier delays or shipment discrepancies by coordinating alternative sourcing or expedited shipping
– Addressing sudden changes in demand or inventory shortages by adjusting procurement plans and notifying relevant departments
– Managing urgent purchase requests triggered by operational disruptions or equipment failures
– Investigating and resolving invoice discrepancies or payment issues flagged by the finance team
– Reacting to regulatory updates or compliance audits by updating procurement policies and documentation
– Handling vendor contract renewals or disputes initiated by contract expiration or performance concerns
– Coordinating responses to supply chain interruptions caused by external factors such as natural disasters or transportation strikes
Sample Scheduled Tasks
– Conduct weekly inventory audits to ensure stock levels meet operational requirements and compliance standards.
– Prepare and submit monthly procurement reports detailing purchase orders, supplier performance, and cost savings initiatives.
– Schedule and coordinate regular supplier performance reviews and contract compliance assessments.
– Monitor and update procurement databases and ERP systems to reflect current purchase orders and delivery statuses.
– Perform routine quality inspections of incoming goods to verify adherence to specifications and regulatory standards.
– Facilitate weekly cross-departmental meetings to align procurement activities with operational needs and project timelines.
– Review and update procurement policies and procedures quarterly to ensure alignment with industry best practices and regulatory changes.
Sample Infill Tasks
– Analyze market trends and supplier pricing to identify opportunities for cost reduction and improved procurement strategies.
– Develop and deliver training sessions on procurement processes and compliance requirements for new team members.
– Collaborate with the operations team to streamline workflows and enhance supply chain efficiency.
– Participate in professional development courses focused on advanced procurement techniques and supply chain management.
– Assist in the implementation and testing of new procurement software or system upgrades.
– Conduct supplier risk assessments and develop mitigation plans to ensure supply continuity.
– Research and evaluate potential new suppliers to diversify the vendor base and improve sourcing options.
Posting Description
We are seeking a detail-oriented and proactive Procurement and Operations Specialist to join our team. In this role, you will be responsible for managing procurement processes and supporting operational activities to ensure efficient supply chain and business operations. The ideal candidate will have experience in vendor management, contract negotiation, and operational coordination within a fast-paced environment. Strong communication skills, analytical abilities, and a commitment to compliance and cost-effectiveness are essential. This position offers an excellent opportunity to contribute to the success of our operations and procurement functions.
Duties and Responsibilities
– Manage procurement activities including sourcing, vendor evaluation, and purchase order processing
– Negotiate contracts and pricing with suppliers to achieve cost savings and favorable terms
– Coordinate with internal departments to understand procurement needs and operational requirements
– Monitor inventory levels and assist in demand planning to ensure timely availability of materials
– Maintain accurate procurement records and ensure compliance with company policies and regulatory standards
– Support operational workflows by collaborating with cross-functional teams to optimize processes
– Track supplier performance and resolve any issues related to delivery, quality, or service
– Assist in preparing reports and analysis related to procurement and operational metrics
– Contribute to continuous improvement initiatives to enhance procurement and operational efficiency
Education and Training
– Bachelor’s degree in Business Administration, Supply Chain Management, Operations Management, or a related field.
– Relevant certifications such as Certified Professional in Supply Management (CPSM) or Certified Supply Chain Professional (CSCP) are preferred.
– Training in procurement software systems (e.g., SAP, Oracle, or Coupa) and enterprise resource planning (ERP) tools.
– Familiarity with regulatory compliance and industry standards related to procurement and operations.
– Continuous professional development in negotiation techniques, contract management, and vendor relationship management.
Knowledge Skills
– Strong understanding of procurement processes, sourcing strategies, and vendor management.
– Knowledge of operations management principles, including workflow optimization and inventory control.
– Proficiency in procurement and ERP software applications.
– Excellent analytical and problem-solving skills to manage supply chain risks and operational challenges.
– Effective communication and negotiation skills to collaborate with suppliers and internal stakeholders.
– Ability to manage multiple projects and priorities in a fast-paced environment.
– Attention to detail and strong organizational skills.
– Familiarity with compliance requirements and ethical sourcing practices.
– Adaptability and a proactive approach to continuous improvement initiatives.