Procurement Specialist | Inventory

PYP; Baltimore (MD); On-site; USD 35,000 - 50,000; Full time

Job summary

PYP in Baltimore, Maryland, is looking for a Procurement Assistant responsible for a variety of procurement and vendor-related duties. The role includes updating vendor data, reconciling purchase orders, and facilitating vendor communication.

Applicants should have a high school diploma and at least 1 year of relevant experience. Familiarity with Microsoft Word and Excel is essential. The position may require occasional travel.

Qualifications

• 1+ years of experience in procurement or vendor-related duties.
• Ability to manage multiple tasks with moderate complexity.
• Experience in reconciling purchase orders and invoices.

Responsibilities

• Update and maintain product/vendor data in internal systems.
• Facilitate communication with vendors for order placements.
• Generate reports including Supplier Performance and Cost Savings.

Skills

Intermediate skill level in Microsoft Word & Excel

Basic arithmetic skills

Ability to communicate basic messages orally

Education

High School graduate or G.E.D. equivalent

College coursework preferred

Job description

Description

Summary: Responsible for a variety of procurement and vendor-related duties to support the Procurement team.

Essential Job Duties

• Update and maintain product/vendor data in internal systems with expected dates, notes, and appropriate work order status to properly notify involved parties of material availability.
• Review vendor-provided order acknowledgments for accuracy of information including complete description of items, delivery lead time, material quantities, expected pricing, etc. Ensure timely receipt of material by the due date. Monitor and follow up on vendor back-orders, shipments, and tracking of source products.
• Facilitate communication with vendors to provide PO numbers to confirm order placements.
• Maintain vendor scorecard to accurately represent customer satisfaction rating.
• Reconcile purchase orders and invoices.
• Interface with Procurement team members and other associated departments. Work with branch locations including ongoing acquisition orders to ensure company goals are met concerning the company’s receiving and put-away goals. Interact with Accounting, ensuring suppliers follow proper invoicing procedures.
• Organize and schedule meetings to assist in the efficiency of procurement operations.
• Assist in preparing and auditing RFPs (Requests for Proposals).
• Generate reports to include, but not limited to, Supplier Performance, Spending by Commodity, and Cost Savings.
• May manage general services, including purchasing of office supplies, mail distribution, office equipment maintenance, and repair, facility related issues.
• Assume other duties as assigned.

Supervisory Responsibilities

• Not responsible for supervising employees.

Requirements

Basic Qualifications

Education & Experience (Level of education AND years of experience are required)

• High School graduate or G.E.D. equivalent required.
• 1+ years of experience.

Preferred Qualifications (Include qualifications that are desired but optional)

• College coursework preferred.
• Automotive background preferred.

Knowledge/Skills/Abilities (Includes needed certifications, systems knowledge, job skills, characteristics, competencies, etc.)

• Intermediate skill level in Microsoft Word & Excel.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Frequent use of electronic mail, word processing, data entry, spreadsheets, graphics, etc. Ability to create, maintain, and incorporate functions into documents, spreadsheets, databases, and presentations to support business objectives.
• Basic messages communicated orally. May write brief messages and keep simple records. May explain and offer guidance on routine procedures.
• Problems encountered are routine, somewhat repetitive, and generally solved by following clear directions and procedures.
• Decisions generally affect own job or assigned functional area.
• Results are defined; sets personal own goals and determines how to achieve results with few or no guidelines to follow; supervisor/manager provides broad guidance and overall direction.
• Handle multiple tasks or projects simultaneously with moderate complexity.

Essential Physical Demands/Work Environment (i.e. lifting demands, travel requirements, etc.)

• Work is primarily sedentary: must be able to sit for extended periods and use a computer, keyboard, and mouse, frequently.
• The employee must occasionally lift and/or move up to 50 pounds.
• Travel may be required periodically, including overnight stays (contingent on position requirements). Minimum overnight travel (up to 10%)