A Procurement or Sourcing Specialist is responsible for sourcing and purchasing the goods or services required by an organization, especially tracking overall spend and improving bidding processes. Responsible for maintaining supplier relationships. May also be responsible growing supplier relationships with new and/or existing suppliers.
Position Overview The Procurement & Accounting Coordinator plays a critical, dual-focused role in supporting our purchasing, financial operations, and daily administrative needs. Reporting directly to the Controller, this position executes full-cycle purchasing duties—from sourcing to order processing and delivery tracking—while providing essential administrative, lower-level accounting, and regulatory compliance support. The ideal candidate is proactive, numbers-driven, and highly organized. Essential Functions 1.
Proactively prepare, process, and issue purchase orders (POs) and documentation in strict accordance with company specifications, policies, and procedures.
Sourcing & Selection:
Source new parts, suppliers, and subcontractors as needed. Periodically evaluate existing suppliers to ensure the company continuously receives the best value regarding quality, price, terms, and delivery schedules.
Vendor Negotiation & Cost Savings:
Proactively negotiate purchase packages and raw material costs with key vendors (e.g., WB Mason, Fastenal, utilities, trash services) and conduct cost analyses to discover savings opportunities.
RFPs & Quotations:
Assist departments with Requests for Proposals (RFPs) and gather supplier quotations to secure competitive pricing while maintaining quality standards. 2.
Monitor and coordinate product deliveries between suppliers to ensure all items arrive on time. Proactively communicate any delays to appropriate staff and adjust for customer expectations.
Claims & Returns Management:
Handle, monitor, and resolve claims with vendors regarding product defects, shortages, or missing parts. Schedule and track product returns as required.
Project Coordination:
Coordinate directly with departments and suppliers regarding the purchasing scope for assigned projects to ensure bids and purchases meet project requirements. Report significant cost variances or delays immediately. 3.
Accounting & Financial Support Three-Way Matching:
Perform strict "three-way matching" by verifying consistency across Packing Slips (PS), Vendor Invoices (INV), and Purchase Orders (PO) before passing to accounts payable.
Billing Assistance:
Assist with tenant billing cycles and specific customer billing tasks.
Deposits & Data Integrity:
Log and process customer deposits. Maintain and update accurate purchasing records, sales reports, book values, and pricing data across systems (QuickBooks, etc.). 4.
Maintain strict compliance files and records for heavyweight trucking and equipment. Ensure adherence to Federal, State, and local DOT regulations, including IRP, 2290-HVUT, and IFTA requirements.
Front Desk Coverage:
Provide relief/vacation coverage for the front desk, greeting visitors, and handling incoming/outgoing inquiries.
Filing & Special Projects:
Maintain organized physical and digital compliance and purchasing files. Execute ad-hoc data summaries, reports, and other special projects as assigned by management.
Qualifications & Skills Required:
Experience:
2-4 years of experience combining purchasing/procurement duties with basic bookkeeping or administrative responsibilities.
Technical Proficiency:
Hands-on experience with accounting and ERP software, specifically QuickBooks and inventory/purchasing management systems. Strong proficiency in Microsoft Excel.
Negotiation Communication Skills:
Proven ability to communicate professionally with vendors, customers and coworkers. Attention to
Detail:
Exceptional accuracy in data entry, invoice matching, financial coding, and maintaining strict regulatory paperwork.
Compliance Awareness:
Familiarity with or capability to learn shipping, logistics, or heavyweight trucking compliance (DOT, IFTA, etc.).
Preferred:
Associate's degree in Business Administration, Accounting, Supply Chain Management, or a related field. Experience in a manufacturing, construction, or logistics environment managing bills of raw materials.
