Procurement Specialist

BayOne Solutions; San Francisco (CA); Hybrid; USD 83,000 - 131,000; Full time

Job summary

BayOne Solutions in San Francisco, CA is seeking a Procurement Specialist to own the end-to-end procurement process for the Communications organization, coordinating with internal teams, vendors, finance, and legal to ensure accurate and timely processing of requests, contracts, and invoices.

The role is highly operational and detail-oriented, handling a large workload, following up on blockers, and escalating issues when needed in a fast-paced, hybrid environment with two days onsite.

Qualifications

• 5–7+ years of relevant professional experience.
• Experience in Procurement, Procurement Operations, Contract Administration, Vendor Management, Purchasing, or another high-volume operations environment.
• Strong experience managing Purchase Orders (POs), Purchase Requests, contracts, contract amendments, Statements of Work (SOWs), change orders, and/or invoices.
• Exceptional attention to detail, particularly when reviewing contracts, PO line items, vendor calculations, expenses, and invoices.
• Experience performing PO, contract, invoice, or expense reconciliation.
• Strong proficiency with Google Sheets and spreadsheets for building trackers, monitoring requests, and performing reconciliations.

Responsibilities

• Own end-to-end procurement for the Communications organization.
• Manage and submit purchase requests and change orders through the procure-to-pay system.
• Coordinate vendor intake and approval workflows.

Skills

Procurement operations

Vendor management

POs & invoices

Attention to detail

Cross-functional work

Google Sheets

Tools

Procure-to-Pay systems

SOW templates

Job description

Job Title: Procurement Specialist, Communications

Location: San Francisco, CA preferred; New York may also be considered (Hybrid with 2 days onsite)

Duration: 12+ months contract

Interview Process: 2 rounds, approximately 30 minutes each, conducted via Google Meet

About the Role

In this role, you will own the end-to-end procurement process for the Communications organization. You will work closely with internal Communications teams, vendors, agency partners, Finance, Legal, Accounting, and Procurement Operations to ensure that purchase requests, contracts, purchase orders, amendments, and invoices are processed accurately and on time.

This is a highly operational and detail-oriented role. You will be managing a high volume of requests and will need to proactively follow up, troubleshoot blockers, manage approvals, and escalations when necessary.

Key Responsibilities

• Manage and submit purchase requests and change orders through the procure-to-pay system.
• Conduct vendor intake and coordinate approval workflows.
• Draft and manage Statements of Work (SOWs), contract amendments, and other procurement documentation using established templates.
• Coordinate and follow up on contract approvals and signatures to ensure requests move through the process without delays.
• Reconcile purchase orders against contracts on a line-item basis.
• Identify discrepancies such as incorrect vendor calculations, missing expense lines, contract gaps, or potential overbilling.
• Review vendor invoices and itemized expense breakdowns against agreed-upon terms and rates.
• Maintain real-time tracking of purchase orders and procurement requests.
• Proactively identify requests that are blocked and follow up with the appropriate stakeholders.
• Independently troubleshoot operational issues and escalations when necessary.
• Support monthly Finance spend tracking by maintaining accurate PO data.
• Partner closely with Communications, Finance, Legal, Accounting, and Procurement teams.
• Serve as a primary procurement point of contact for external vendors and agency partners.
• Manage vendor questions and occasionally difficult conversations with professionalism, tact, and sound judgment.
• Adapt quickly to urgent or changing priorities while ensuring ongoing requests continue to move forward.

Required Qualifications

We are looking for someone with:

• 5–7+ years of relevant professional experience.
• Experience in Procurement, Procurement Operations, Contract Administration, Vendor Management, Purchasing, or another high-volume operations environment.
• Strong experience managing Purchase Orders (POs), Purchase Requests, contracts, contract amendments, Statements of Work (SOWs), change orders, and/or invoices.
• Exceptional attention to detail, particularly when reviewing contracts, PO line items, vendor calculations, expenses, and invoices.
• Experience performing PO, contract, invoice, or expense reconciliation.
• Strong proficiency with Google Sheets and spreadsheets for building trackers, monitoring requests, and performing reconciliations.
• Experience managing a high-volume workload and tracking requests from initiation through final resolution.
• A proactive approach to following up on pending approvals and preventing requests from getting delayed or stalled.
• Strong written and verbal communication skills.
• Excellent stakeholder and relationship management abilities.
• Sound judgment regarding what can be handled independently and when an issue should be escalated.
• Ability to work effectively in a fast-paced environment where processes and priorities may evolve quickly.
• Experience working cross-functionally with multiple teams and stakeholders.

Preferred Qualifications

The following experience would be highly preferred:

• Experience procuring services from Communications, Public Relations, Marketing, or Creative Agencies.
• Experience managing relationships with PR agencies, marketing agencies, communications vendors, or other external service providers.
• Experience with Procure-to-Pay (P2P) systems or procurement platforms.
• Previous experience in a technology company, communications agency, or another fast-moving and non-bureaucratic environment.
• Experience in procurement operations, contract administration, or another role involving a high volume of operational requests.