The Procurement Analyst Role
The Procurement Analyst is responsible for acquiring a wide variety of equipment, supplies, and services, identifying qualified vendors, and holding service providers accountable to achieve company goals. The person filling this position will work closely with various teams, locate suppliers, negotiate purchasing agreements, and ensure delivered products and services meet company specifications.
The Procurement Analyst will be responsible for promoting transparency and accountability in purchasing activities of the organization. Candidates must be self-motivated, enjoy working with others, have outstanding communication skills (written and verbal), and have close attention to detail. The ability to build professional relationships with vendors while holding them accountable and maintaining a company-centric focus is essential.
In this role, the Procurement Analyst’s primary job responsibilities include:
- Sourcing products and services while managing assigned procurement projects from initial request through award, delivery or performance, and closeout. This includes actively advancing projects, establishing next steps, tracking schedules and deliverables, following up promptly, resolving routine issues, and escalating material risks and delays.
- Prioritize and manage assigned procurement activities, seeking direction as needed.
- Participating in regular project coordination meetings with internal stakeholders.
- Managing vendor access by conducting site visits and vendor walkthroughs and serving as the onsite escort for vendors to clarify scope, confirm site conditions, quantities, specifications, access and logistics, and verify project progress or completion as appropriate.
- Creating scopes of work, bid specifications, RFPs and RFQs
- Soliciting bids from appropriate vendors and evaluating quality and suitability of goods and services Implementing best-practice procurement policies and procedures
- Coordinating procurement and negotiating the best pricing and terms for operating and capital goods and services, including technical and large-scale purchases.
- Ensure all company procurement needs are tracked, regularly updated, and included in weekly procurement updates.
- Working closely with Legal on contract formation and execution
- Drafting, implementing and managing contract expirations, renewals, amendments, and terminations
- Preparing recommendations for director and ownership on bid awards, execution and/or renewals of agreements, and other purchasing procedures and activities
- Ensuring vendors' compliance with their approved contracts, including invoicing methods, receipt of activity logs/reports, scopes of work, etc.
- Working closely with Accounting & Finance on Accounts Payable functions, including the purchase order system, automated workflows, and timely invoice approval and resolution
- Maintain and continually update vendor lists to provide best options for company projects
- Assisting in training company personnel on procurement policies and procedures
- Aiding in oversight of the company procurement card program and other companywide procurement methods such as corporate account and credit accounts with vendors
- Assisting in annual budgeting for contractual services
- Serve on committee to review bids
- Purchase and track needed supplies
- Communicate with vendors to ensure swift delivery of products/services
- Receive ordered products
- Ensure accuracy of orders and condition of received items
In addition to performing the key responsibilities of this position, the Procurement Analyst must exemplify our values and guiding principles to ultimately fulfill our purpose.
Required Knowledge, Skills and Abilities (Qualifications)
- 2 years' experience creating and evaluating RFP/RFQ/RFI.
- Familiarity with purchasing practices and procedures; technical specification writing a plus
- Strong problem-solving, organization and analytical skills
- Knowledge of basic budget and accounting practices
- Strong verbal and written communication skills
- Customer service skills to serve as a liaison with vendors and internal staff
- Communicate with stakeholders using negotiation and mediation skills
- Ability to research and deduce logical conclusions
- Develop and influence organizational procurement strategies
- Evaluate quality, pricing and vendor performance in an objective and data-driven manner
- Bilingual (English/Spanish) is desirable
Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Regularly required to walk throughout company properties and project locations, as part of site visits, vendor walkthroughs, and project follow-up.
- Generally required to stand, walk, sit, climb, carry, use hands, handle documents, bend and stoop as needed, and reach with hands and arms
- Must be able to effectively communicate with others and exchange accurate information
- Ability to receive detailed information through oral communication, and to distinguish sound and perceive the nature of sounds at normal speaking levels with or without correction
Work Environment
The work environment conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Ability to sit at a computer for an extended period of time
- Ability to regularly visit company properties and project locations