Purchase Specialist

Infojini Inc; Boston (MA); Hybrid; USD 60,000 - 90,000; Full time

Job summary

Infojini Inc. is seeking a detail-oriented Purchasing Specialist to support the procurement and contracting activities across departments. The role coordinates documentation, facilitates RFx processes, and maintains accurate records to ensure timely, compliant purchasing operations.

The position requires strong organizational skills, experience with procurement systems, and excellent communication to collaborate with vendors and internal teams while managing multiple requests and deadlines.

Qualifications

• Experience in purchasing, procurement, or contract administration.
• Experience with RFx processes (RFPs, RFQs, IFBs, bids, solicitations).
• Experience with contract documentation and tracking.
• Experience coordinating with vendors and internal departments.
• Strong organizational and documentation skills.
• Experience maintaining procurement records and tracking systems.
• Strong Excel skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple requests, priorities, and deadlines.
• Bachelor’s degree or equivalent experience preferred.

Responsibilities

• Review purchasing requests for completeness, approvals, supporting documentation, and compliance with established procedures.
• Assist with RFQs, IFBs, and RFPs, including schedules, vendor questions, submission records, and evaluation materials.
• Prepare and organize contract documents and coordinate internal reviews and signatures.
• Track contract expirations, renewals, amendments, and outstanding requirements.
• Support purchase orders and help resolve vendor, order, delivery, and invoice discrepancies.
• Coordinate documentation for equipment and other accountable assets, including receipt records, tagging, transfers, and disposal.
• Collect and maintain vendor forms, certifications, insurance documents, and other required records.
• Identify missing or inconsistent vendor information and escalate where needed.
• Assist departments with purchasing procedures, documentation requirements, processing timelines, and procurement pathways.
• Maintain organized procurement and contract files and update tracking systems.
• Prepare reports on purchasing activity, contract status, pending requests, and other operational needs.
• Assist with updating procedures, developing training materials, and improving purchasing workflows and reporting processes.
• Escalate compliance concerns, contractual questions, delays, and unresolved discrepancies to management.
• Provide backup support to the purchasing team as assigned.

Skills

Procurement management

RFPs/RFQs/IFBs

Contract documentation

Vendor coordination

Recordkeeping

Excel

Written & verbal communication

Multitasking

Documentation processes

Education

Bachelor’s degree or equivalent experience

Job description

The Purchasing Specialist supports the purchasing team in administering procurement and contracting activities. This position coordinates procurement documentation, assists departments with purchasing requirements, works with vendors, and maintains accurate records to support timely, compliant, and efficient operations.

Key Responsibilities

• Review purchasing requests for completeness, approvals, supporting documentation, and compliance with established procedures.
• Assist with RFQs, IFBs, and RFPs, including schedules, vendor questions, submission records, and evaluation materials.
• Prepare and organize contract documents and coordinate internal reviews and signatures.
• Track contract expirations, renewals, amendments, and outstanding requirements.
• Support purchase orders and help resolve vendor, order, delivery, and invoice discrepancies.
• Coordinate documentation for equipment and other accountable assets, including receipt records, tagging, transfers, and disposal.
• Collect and maintain vendor forms, certifications, insurance documents, and other required records.
• Identify missing or inconsistent vendor information and
• Assist departments with purchasing procedures, documentation requirements, processing timelines, and procurement pathways.
• Maintain organized procurement and contract files and update tracking systems.
• Prepare reports on purchasing activity, contract status, pending requests, and other operational needs.
• Assist with updating procedures, developing training materials, and improving purchasing workflows and reporting processes.
• Escalate compliance concerns, contractual questions, delays, and unresolved discrepancies to management.
• Provide backup support to the purchasing team as assigned.

Required Qualifications

• Experience in purchasing, procurement, or contract administration.
• Experience with RFPs, RFQs, IFBs, bids, or solicitations.
• Experience with contract documentation and tracking.
• Experience coordinating with vendors and internal departments.
• Strong organizational and documentation skills.
• Experience maintaining procurement records and tracking systems.
• Strong Microsoft Office skills, particularly Excel.
• Excellent written and verbal communication skills.
• Ability to manage multiple requests, priorities, and deadlines.
• Bachelor’s degree or equivalent experience preferred.