Procurement Specialist - Business Office

Punahou School; Honolulu (HI); On-site; USD 26,000 - 38,000; Full time

Job summary

Punahou School is seeking a Procurement Specialist to support faculty and staff with purchasing, ensure policy compliance, and drive cost savings across departments.

The role involves coordinating with vendors, processing POs, and assisting Accounts Payable while maintaining accurate inventory and reporting to the Business Office.

Qualifications

• Bachelor’s Degree in a related field or equivalent experience.
• Minimum 3 years of related office experience.
• Proficient in Windows and Microsoft Office; Google apps knowledge.
• Familiar with databases, procurement and inventory systems; Blackbaud preferred.

Responsibilities

• Assist faculty with purchasing supplies and services.
• Review purchase requests for policy compliance before PO creation.
• Identify cost-saving alternatives and vendor recommendations.
• Place orders via multiple channels (online, email, phone) and payment methods.
• Assist Accounts Payable with invoice matching and vendor setup.
• Verify deliveries against PO and packing lists.
• Ensure timely receipt and safe delivery on campus.
• Manage annual physical inventory and reporting to Business Office.

Skills

Administrative skills

Education

Bachelor’s Degree in related field

Tools

Windows

Microsoft Office

Google apps

Relational databases

Inventory management systems

Procurement systems

Student information systems

Blackbaud

Job description

The Procurement Specialist plays a key role in managing our procurement processes and systems to ensure efficiency, cost-effectiveness, and compliance with school policies and regulations. Primary responsibilities include, but are not limited to:

• Manage the procurement process by assisting faculty/staff members with purchasing supplies and services.
• Review Purchase requests prior to Purchase Order creation to ensure purchase is in compliance with School and department policies and procedures.
• Identify cost savings opportunities when appropriate by recommending alternative products or vendors.
• Place orders with vendors via multiple modes of communication (online, email, telephone, computerized system) and multiples modes of payment (vendor accounts, credit card).
• Assist Accounts Payable in resolving invoice matching discrepancies as well as reviewing new Vendor requests and setting up new Vendor accounts in internal and vendor systems.
• Review incoming Purchase Order deliveries against packing list and Purchase Orders for accuracy, item conditions and accurate documentation of receipts.
• Ensure delivery of incoming shipments to the correct location on campus in a timely manner in accordance with School safety standards.
• Manage the Annual Physical Inventory of Central Supply Inventory and supply accurate reporting to the Business Office.

Position Details

• Work Year: 12 Months
• School Year: 2026-2027
• Work Hours: Monday - Friday, 7:30 AM - 4:00 PM, Schedule may vary based on operational needs
• Minimum of Hourly Rate*: $23.25/Hour - Compensation is commensurate with qualifications.
• Punahou School offers a comprehensive total rewards program that includes competitive pay and benefits. The pay rate, if displayed, is the minimum hourly rate for the position. Pay for selected candidates will be determined by various factors such as knowledge, skills, abilities, relevant training and experience, and internal equity.

Minimum Qualifications

• Bachelor’s Degree in a related field or combination of education, experience, and training.
• Three (3) years of related experience and/or training in an office environment.
• Demonstrated proficiency in using Windows, Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and Google applications.
• Working knowledge of relational databases, inventory management systems, procurement systems, student information systems, internet applications preferred. Knowledge of Blackbaud preferred.