Procurement Specialist

Onebrief; United States; Hybrid; USD 70,000 - 110,000; Full time

Job summary

Onebrief is hiring a Procurement Specialist to manage day-to-day procurement operations, clean vendor contracts, and keep Zip as the single source of truth for records. You will configure renewals and work with NetSuite to ensure accurate spend data across the organization.

You’ll partner with IT, GRC, and Legal to maintain records and train teams on procurement policies, aiming to streamline workflows in a fast-moving environment.

Qualifications

• 2–4 years of experience in corporate indirect procurement, purchasing, or finance operations.
• Hands-on Zip or similar procurement platform experience (Coupa, Airbase, Procurify) preferred.
• Working knowledge of NetSuite and how it connects with procurement and accounts payable.
• Experience supporting budgeting, forecasting, or spend tracking.
• Comfort working through messy, unstructured data (contract cleanup, record audits).
• Ability to train and communicate policy clearly to non-procurement stakeholders.
• The ability to work independently, manage details, and build strong relationships across the company.

Responsibilities

• Locate, audit, and upload executed vendor contracts into Zip, ensuring every active vendor record is complete and accurate.
• Populate vendor records with metadata (contract terms, renewal dates, owners, spend category, etc.) and configure the renewal module in Zip for automatic tracking.
• Support the procurement process end to end: purchase requests, approvals, purchase orders, and vendor onboarding.
• Handle day-to-day procurement requests and vendor negotiations.
• Maintain complete, current vendor records in Zip, including executed contracts, W-9s, and other required documentation.
• Track upcoming contract renewals and reach out to business units ahead of deadlines to start renewal processes.
• Keep vendor contract, licensing, and compliance records current in partnership with IT, GRC and Legal.
• Train and support the broader org on procurement policies and Zip usage to drive adoption and policy adherence.
• Continuously optimize Zip workflows for fast, clear procurement requests.

Job description

Consequential Work. Dedicated People.

About Onebrief

Onebrief builds collaboration and AI-powered workflow software for military planning and operational coordination.

Military planning is complex by nature, requiring teams to coordinate information, people, and decisions across systems and locations. Onebrief brings planning, collaboration, simulation, and AI into one connected environment, helping teams test strategies, adapt to changing conditions, and make decisions with greater clarity when the stakes are real.

We are a distributed team of builders from military, operational, and technology backgrounds who care deeply about improving how important work gets done. Some team members work remotely, while others work directly alongside customers in operational environments around the world.

Founded in 2019, Onebrief is backed by leading investors including General Catalyst, Battery Ventures, Insight Partners, Sapphire Ventures, and Human Capital. Valued at more than $2 billion, we continue to invest in product innovation, AI capabilities, and team growth.

About the Role

Reporting to the Financial Operations Manager, the Procurement Specialist will support Onebrief's day-to-day procurement operations, with a first-priority mandate to clean up and standardize vendor contracts and records so Zip becomes our single source of truth. You'll operate our procurement tool and maintain accurate data flow with NetSuite.

You’ll also work closely with business units to keep enterprise vendor records, renewals, and compliance documentation current, and help the broader organization understand and follow procurement policy. This role is the operational backbone that keeps procurement data, process, and systems clean and reliable.

This is an individual contributor role with no direct reports.

What You’ll Do

Core responsibilities:

• Locate, audit, and upload executed vendor contracts into Zip, ensuring every active vendor record is complete and accurate.

• Populate vendor records with the appropriate metadata (contract terms, renewal dates, owners, spend category, etc.) and configure the renewal module in Zip so upcoming renewals are tracked automatically for internal stakeholders to see.

• Support the procurement process end to end: purchase requests, approvals, purchase orders, and vendor onboarding.

• Handle day-to-day procurement requests and vendor negotiations.

• Maintain complete, current vendor records in Zip, including executed contracts, W-9s, and other required documentation, updating them whenever vendor details change.

• Track upcoming contract renewals and proactively reach out to business units with enough lead time to kick off the renewal process before deadlines hit.

• Keep vendor contract, licensing, and compliance records current in partnership with IT, GRC and Legal.

• Train and support the broader org on procurement policies and how to use Zip, to drive adoption and policy adherence.

• Continuously optimize workflows in Zip so end users have a fast, clear experience submitting procurement requests, built for a fast-moving company.

Minimum Qualifications

• 2 to 4 years of experience in corporate indirect procurement operations, purchasing, or finance operations.

• Hands-on experience with Zip or a similar procurement/spend management platform (Coupa, Airbase, Procurify); Zip experience strongly preferred.

• Working knowledge of NetSuite and how it connects with procurement and accounts payable.

• Experience supporting budgeting, forecasting, or spend tracking.

• Comfort working through messy, unstructured data (contract cleanup, record audits).

• Ability to train and communicate policy clearly to non-procurement stakeholders.

• The ability to work independently, manage details, and build strong relationships across the company.

Preferred Qualifications

• Experience working at a growing SaaS or technology company.

• Experience implementing or improving a procurement system or ERP integration.

• A background in Finance or Accounting, including experience with accounts payable and expense classification.

• Familiarity with SaaS procurement, software licensing, and vendor compliance.

Indicators of Success

This role will evolve as priorities change, but the outcomes below reflect what success typically looks like in the first six months.

A successful Procurement Specialist will:

• Make Zip the reliable source of truth for vendor contracts, with complete records and the renewal module fully operational.

• Build a proactive renewal cadence so business units are never caught off guard by an upcoming contract deadline.

• Become the go-to person for day-to-day purchasing questions and process execution.

• Put a clear, consistent purchasing process in place, including org-wide training, so employees and approvers know what to expect and policies are followed.

• Streamline Zip workflows so submitting a procurement request is fast and easy for end users.