Office Specialist – Procurement

Jobtailor; Albany (OR); On-site; USD 45,000 - 60,000; Full time

Job summary

Jobtailor is seeking a Procurement Coordinator to assist in sourcing, securing, and establishing supplier relationships for durable goods and equipment across the organization.

You will manage day-to-day procurement activities, generate purchase orders, negotiate terms, and ensure timely delivery while coordinating with Accounting and Operations for compliant, efficient purchasing processes.

Qualifications

• High school diploma or equivalent is required; degree in business, supply chain, or related field is preferred.
• Proven relationship-building and interpersonal skills are essential.
• Ability to source, negotiate, and manage supplier relationships across departments.

Responsibilities

• Assist with sourcing and procuring durable goods, parts, and equipment.
• Generate purchase orders and requisitions; track orders in the ERP system.
• Negotiate terms, price, quantity, and specifications with vendors.
• Onboard new vendors with required documentation (W‑9s, COIs, Subcontractor Agreements).
• Collaborate with Accounting and Operations to ensure procurement policy compliance.

Skills

Relationship building

Communication

Time management

Education

High school diploma or equivalent

Two-to-four-year degree in business/supply chain (preferred)

Tools

ERP System

MS Office

Windows OS

Job description

Position Summary

• The Procurement Coordinator will assist with sourcing, securing, and establishing relationships with suppliers and vendors for the procurement of durable goods, parts, materials, equipment, and items necessary to support customer, business, office, and/or warehousing needs.
• Will manage the day‑to‑day activities of procuring requested or replacement items, monitor existing inventory, generate purchase orders, review purchase requests, negotiate terms, price, quantity, and specifications with vendors and suppliers with the goal of obtaining top‑quality items in a timely manner.
• This position will work closely with Accounting and Operations teams to ensure comprehensive coverage of all procurement‑related activities and alignment across departments.
• Proactively research and source vendors and suppliers as needed, establishing and nurturing relationships through verbal and written communication.
• Collaborate with Operations and Accounts Payable to onboard new vendors, ensuring all required documentation—such as W‑9s, Certificates of Insurance (COIs), and Subcontractor Agreements—is accurately collected, reviewed, and maintained.
• Generate requisitions or purchase orders based on identified needs and established procedures; track open orders and ensure accurate data entry and documentation within the ERP system.
• Provide guidance and training team members on creating purchase orders and requisitions; develop and maintain accessible training materials to support ongoing learning.
• Assist with incoming requests for IT‑related materials; communicate available items and timelines for attaining and shipping new purchases.
• Verify appropriate approvals are received prior to sourcing activities.
• Manage inventory as it applies to designated bulk purchases.
• Assist in the vendor and supplier contract process, including negotiating key items such as pricing, payment methods and terms, volume discounts, freight charges, and delivery logistics.
• Verify purchase order line items against packing slips and coordinate quality reviews.
• Manage the return of defective equipment and facilitate resolution with the vendor.
• Research websites, contact vendors, and review market data for technical specifications and information regarding equipment supplies, delivery requirements, and pricing.
• Request and obtain competitive bids, quotes, or proposals from approved vendors in accordance with compliance and procurement policies; assess vendor performance for pricing, availability, and quality.
• Collaborate with requesters and management to review product options and recommend alternatives when appropriate.
• Establish and maintain positive vendor relations with consideration to varying state procurement regulations; negotiate pricing while maintaining quality, and coordinate supply and delivery; identify future potential for cost‑savings.
• When working remotely, perform regular and predictable work and perform work during scheduled and/or agreed upon times.
• Perform all other duties as necessary or required.

Requirements

• High school diploma or equivalent required; two‑to‑four‑year degree in business, supply chain, logistics, or related degree preferred.
• Professional and directly related experience may be accepted in lieu of a degree.
• Excellent relationship building or interpersonal skills.
• Ability to use all means necessary for sourcing and securing suppliers and maintaining good relations with existing vendors.
• Maintain integrity and a high degree of responsibility regarding financial transactions and purchasing.
• Ability to foster positive work relationships with internal and external customers; excellent communication skills with an ability to disseminate complex or technical data to all levels of staff.
• Strong understanding of purchasing, the approval process, and ability to learn company processes.
• Works well under deadlines or time‑constraints; is self‑motivated and manages own time efficiently.
• Intermediate to advanced computer skills utilizing a Windows based operating system; advanced knowledge of MS Office and ability to learn company‑specific software.

Core Competencies

Demonstrates expertise in procurement processes, vendor management, and inventory control while fostering strong relationships with suppliers and internal teams. Proficient in generating purchase orders, negotiating terms, and ensuring compliance with procurement policies.

Tools & Technologies

• ERP System
• MS Office
• Windows Operating System