Procurement & Vendor Relations Specialist

Doc PersonalBeratung GmbH; West Columbia (SC); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Telecommuting

Flexible work schedules

Job summary

Wil Lou Gray Opportunity School is seeking a detail-oriented Procurement Specialist II to support its purchasing operations. You will coordinate purchasing requests, obtain quotes, manage vendor relationships, process purchase orders, and monitor expenditures to ensure compliance with procurement policies and public funds stewardship.

Reporting to the Operations Director, the role requires strong organizational and communication skills, attention to detail, and the ability to balance multiple

Qualifications

• Associate degree in business administration, supply chain management, purchasing, finance, public administration, or a related field; equivalent relevant education and experience may be considered.
• At least two years of experience in procurement, purchasing, supply chain operations, vendor management, or a related administrative function.
• Working knowledge of purchasing procedures, purchase orders, vendor quotes, invoice review, and procurement documentation.
• Strong organizational, analytical, communication, and problem-solving skills.
• Ability to manage competing priorities, meet deadlines, and maintain accurate records.
• Demonstrated ability to exercise discretion, maintain confidentiality, and work collaboratively with internal and external stakeholders.

Responsibilities

• Coordinate and process purchasing requests for supplies, equipment, materials, services, and other operational needs.
• Obtain and evaluate vendor quotes, conduct price comparisons, and support competitive procurement processes in accordance with applicable requirements.
• Prepare, review, and process purchase orders and related procurement documentation.
• Verify that purchase requests include appropriate approvals, funding information, specifications, and supporting documentation before processing.
• Monitor order status, delivery schedules, and backorders to ensure timely receipt of goods and services.
• Communicate with requesting departments to clarify specifications, resolve purchasing issues, and provide updates on order status.
• Prepare and conduct solicitations, bid documents, requests for quotes, and other procurement-related materials as needed.
• Establish and maintain effective working relationships with vendors, suppliers, and service providers.
• Research potential vendors and identify opportunities for cost savings, improved service, and purchasing efficiencies.
• Assist with vendor onboarding, documentation, performance monitoring, and maintenance of vendor records.
• Track contract terms, renewal dates, pricing, and purchasing agreements as assigned.
• Address discrepancies involving pricing, deliveries, invoices, and product or service quality.
• Monitor purchasing activity against approved budgets and funding allocations.
• Coordinate with the Operations Director and appropriate staff regarding purchasing priorities, funding availability, and expenditure concerns.
• Review invoices, receipts, purchase orders, and related documentation for accuracy and consistency.
• Assist with reconciling procurement records and resolving invoice or payment discrepancies in coordination with finance and accounts payable personnel.
• Identify opportunities to improve purchasing practices, reduce unnecessary costs, and maximize available resources.
• Follow applicable state procurement laws, regulations, agency policies, school procedures, and funding requirements.
• Maintain complete, accurate, and organized procurement files, including quotes, approvals, purchase orders, contracts, invoices, and receiving documentation.
• Support procurement reviews, audits, reporting requests, and internal control procedures.
• Maintain confidentiality and demonstrate integrity, fairness, transparency, and accountability throughout the purchasing process.
• Ensure procurement documentation is readily available for review and retained in accordance with applicable records-retention requirements.

Skills

Organizational skills

Analytical skills

Communication skills

Problem-solving

Attention to detail

Discretion and confidentiality

Education

Associate degree in business administration, supply chain management, purchasing, finance, public administration, or related field

Tools

Electronic purchasing systems

ERP software

Financial management systems

Job description

Wil Lou Gray Opportunity School is seeking a detail-oriented Procurement Specialist II to support its purchasing operations. You will coordinate purchasing requests, obtain quotes, manage vendor relationships, process purchase orders, and monitor expenditures to ensure compliance with procurement policies and public funds stewardship.

Reporting to the Operations Director, the role requires strong organizational and communication skills, attention to detail, and the ability to balance multiple