Procurement Manager

Smartsuite; Newport Beach (CA); On-site; USD 90,000 - 150,000; Full time

Job summary

Capitolis is seeking a Procurement Manager in Newport Beach, CA to oversee day-to-day procurement activities, including requests, approvals, sourcing events, POs, vendor onboarding and supplier relationship management.

You will report to the Procurement Director and work with a cross-functional team to ensure SOX-compliant processes, timely cycle times and accurate procurement records.

Qualifications

• Experience running procurement requests, approvals and purchase orders.
• Proven ability to run sourcing events and category work.
• Maintain vendor records and onboarding documentation.
• Manage supplier relationships and performance reviews.
• Coordinate contract reviews with legal and risk teams.

Responsibilities

• Manage procurement requests, approvals and purchase orders.
• Run sourcing events and category management.
• Onboard vendors and maintain vendor records.
• Manage supplier relationships and performance reviews.
• Coordinate contract reviews with legal and risk.

Skills

Procurement management

Vendor onboarding

Sourcing events

Purchase orders

Vendor relationships

Contract management

SOX compliance

Tools

Vendor Portal

Job description

Business operations

SmartSuite for the Procurement Manager

The Procurement Manager runs day-to-day procurement: requests and approvals, sourcing and category work, purchase orders, vendor onboarding and supplier relationship management. They keep process adherence and documentation at a level that risk, legal and finance can rely on.

Reports to: Procurement Director

What you own

The Procurement Manager runs day-to-day procurement: requests and approvals, sourcing and category work, purchase orders, vendor onboarding and supplier relationship management.

• Manage procurement requests, approvals and purchase orders
• Run sourcing events and category management
• Onboard vendors and maintain vendor records
• Manage supplier relationships and performance reviews
• Coordinate contract reviews with legal and risk
• Report procurement cycle times, savings and compliance

Reporting lines

Who this role reports to, who reports to them, and the peers they work with most.

Reports to

Procurement Director

Direct reports

Works closely with

Vendor Risk Analyst

Legal Operations Manager

Controller

IT Asset Manager

How SmartSuite supports the Procurement Manager

The Procurement Manager keeps requests, approvals, purchase orders and vendor records moving at a standard that risk, legal and finance can rely on, and answers to the Procurement Director for it. SmartSuite gives a Procurement Manager one intake, one vendor file and one approval trail, so process adherence is built in rather than checked afterwards.

Run intake, sourcing and purchase orders without the chase

Incomplete requests stopped at the form

Purchase requests arrive through a structured form that captures the budget line, category and justification up front, then route to the right buyer and approver by spend threshold. Incomplete requests are bounced at intake, not discovered at the PO stage.

RFQs distributed and answered in workflow

Sourcing validation, RFQ distribution and response collection run as a workflow rather than an inbox thread, with supplier evaluations scored on the same model each time. The documentation stays attached to the event for category reviews later.

Purchase orders that carry their approvals

Each purchase order links back to its request, approvals and contract, with versions and obligations tracked without a spreadsheet. The Controller can trace any PO to who approved it and against which budget, which is the segregation-of-duties evidence SOX testing asks for.

Keep vendors, legal and finance in step

The Vendor Portal does the collecting

Suppliers submit certifications, insurance and compliance documents through the Vendor Portal, where versions and expiry dates are tracked against their record. The Vendor Risk Analyst's assessment is a step in the same flow, not a separate request to the same supplier.

Contract reviews routed to legal with context

Contract reviews go to Legal Operations with the sourcing record, evaluation scores and risk tier attached, and the review's status is visible to you without asking. Renewals and obligations are tracked on the contract so nothing lapses between teams.

Procurement status open to the Controller and IT

Finance, Legal, IT and Operations see request and PO status live, so the Controller knows what is committed before month end and the IT Asset Manager knows what hardware is arriving. Fewer status emails, fewer surprises at close.

Report cycle times, savings and adherence upward

Cycle times measured from request to PO

Dashboards show time at each stage, by category and buyer, so you can tell the Procurement Director where the bottleneck is and whether it is approvals, sourcing or legal. Savings against plan sit on the same page.

Supplier performance reviews on the record

Quality, delivery, cost and responsiveness are scored against each supplier on a schedule, with the review notes kept on the vendor record. When a category review or renewal comes up, the performance history is already written.

Approval trails that satisfy the SOX tester

Every review, approval and communication on a request is kept as a complete history, with role‑based permissions and audit logs on sensitive supplier data. Segregation of duties is demonstrated from the system, not from a sampled email chain.

Intake. Captures procurement requests with approvals, budget checks and routing to the right buyer.

Sourcing. Runs sourcing validation, supplier selection and category work with documentation attached.

Vendor management. Maintains vendor onboarding, documents, performance scorecards and renewal reminders.

Reporting. Reports cycle times, savings and compliance to procurement leadership.

Products this role uses most

Procurement Requests & Intake

Capture and manage procurement requests with intake forms, rule‑based approvals, budget checks, and dashboards that show the request pipeline.

Purchase Orders & Procurement

Create and manage purchase orders with real‑time visibility into procurement execution, vendors, and financial impact.

Sourcing & Supplier Selection

Manage RFPs, evaluate suppliers, and select vendors with scored evaluations, approval workflows, and a record of every decision.

Vendor & Supplier Management

Manage vendors and suppliers with structured workflows, performance tracking, and real‑time visibility.

Vendor Portal

Collect assessments, documents, and updates from vendors through shared forms and views, with controlled access and tracking of every response.

Industry reference

The CIPS Global Standard for Procurement and Supply sets the professional standard for the role. In listed companies purchase approvals, vendor onboarding and segregation of duties are SOX‑tested controls, and in financial services the 2023 Interagency Guidance on Third‑Party Relationships (6 June 2023) expects due diligence, contract negotiation and ongoing monitoring to be documented for every third party.

Public sector purchasing follows its own rulebook: the Federal Acquisition Regulation in the United States, now being rewritten in the FAR Overhaul, Directive 2014/24/EU for contracting authorities in the EU, and the UK Procurement Act 2023, in force since 24 February 2025, each of which makes the sourcing record the evidence of a fair award.

Related roles

Procurement Director

Explore Further

Guides and definitions from the GRC Knowledge Center and the What‑is glossary, chosen for this role.

Frequently asked questions

The Procurement Manager runs the daily machinery of procurement: requests and approvals, purchase orders, sourcing events and category work, vendor onboarding and vendor records, and the supplier relationships and performance reviews that follow. They coordinate contract reviews with legal and risk and report cycle times, savings and compliance to the Procurement Director. The standard they work to is simple: process adherence and documentation good enough that risk, legal and finance can rely on them without asking.

Procurement Requests & Intake captures procurement requests with approvals, budget checks and routing to the right buyer, so a request from the business arrives with the approval chain and the budget check already attached rather than as an email to sort out. The Procurement Manager sees the queue by buyer and stage, and Purchase Orders & Procurement carries the approved request through to the order. Because approvals are recorded on the request, the segregation of duties SOX testers look for is evidenced as a by‑product.

Sourcing & Supplier Selection runs sourcing validation, supplier selection and category work with the documentation attached, so the justification for a sourcing decision and the comparison of suppliers live with the event. The Procurement Manager can show the Procurement Director why a supplier was chosen and can reuse category work on the next event. For public sector purchasing under the FAR or the UK Procurement Act 2023, the attached documentation is the audit trail.

Vendor & Supplier Management maintains vendor onboarding, documents, performance scorecards and renewal reminders, and Vendor Portal lets suppliers submit their own documents rather than sending them to the buyer's inbox. The Procurement Manager sees which vendors are missing documents, when a renewal is due and how each supplier scored at the last performance review. The Vendor Risk Analyst works from the same vendor record, so the risk assessment and the commercial relationship stay in step.

SmartSuite reports cycle times, savings and compliance to procurement leadership from the request, sourcing and vendor records, so the Procurement Manager's report to the Procurement Director reflects the queue as it actually is. Cycle time from request to order, savings claimed on sourcing events and the share of orders that followed the approval policy are read from the records rather than compiled by hand. The Controller can see the same compliance figures when finance tests procurement controls.

The approval policy, the vendor list with its current documents and the open requests are enough to begin; the intake form can mirror the questions buyers already ask. Teams usually start with request intake and purchase orders because that removes the email queue first, then onboard vendors into the portal as they next submit documents. Coordination with the Legal Operations Manager on contract reviews and with the IT Asset Manager on technology purchases fits the same records once they exist.

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