Procurement Specialist

Supervisor: Associate Director of Procurement

Key Teams/People:

Team: Operations Team, Design Team, Innovation Team; Programs Team, Sr. VP, Operations

The Procurement Specialist supports the strategic procurement of products for Heart of America transformation and resource distribution projects. This position will support the evolution of HOA procurement policies and procedures and the efficient operation of a centralized procurement department that will add value and efficiency to the organization. This position will liaise with suppliers and project managers regarding the purchasing and tracking of materials purchased, create purchase orders, analyze invoices to ensure accuracy of goods delivered. The individual utilizes strong organizational, planning, and persuasion abilities to analyze costs, negotiate contract details, and offer strategies and solutions to ensure HOA has access to high-quality and affordable items to meet its various project needs.

Location: This position is hybrid and can be based in the DMV or Minneapolis/St Paul areas.

Salary Range: 55-65K

Key Responsibilities:

1. Provides support for Procurement Team, sustaining HOA’s values and supporting staff during organizational growth.
2. Enhances and implements organizational vision in keeping with HOA’s values.
3. Ensures programmatic excellence based on HOA’s Operating Principles.
4. Manages and promotes relationships with key stakeholders, promoting outstanding customer service and establishing strong working relationships.
5. Establishes and executes HOA procurement strategy.
6. Other duties as assigned.

Detail of Responsibilities:

1. Enhances and implements organizational vision in keeping with HOA’s values.
   1. As a member of the Procurement team, this staff member will engage in short and long-term strategic planning for efforts focused on, but not limited to research, sourcing, and procurement efforts (as needed).
   2. Ensure alignment of decision-making, goal setting, and problem-solving for procurement as directed by Mission/Vision.
   3. Provide a clear link between organizational goals and objectives and individual roles and responsibilities.
2. Ensures programmatic excellence based on HOA’s Operating Principles.
   1. Provide leadership in the development of inter-team communications and cohesiveness, sustaining HOA’s values and supporting staff during organizational growth.
   2. Demonstrate consistent quality of finance and administration; communications and systems; recommend timelines and resources needed to achieve program goals. Ensure that key project outcomes are evaluated and leveraged for maximum community and organizational impact.
3. Manages and promotes relationships with key stakeholders, internally and externally, promoting outstanding customer service and establishing strong working relationships.
   1. Cultivates an internal and external “customer service” driven team supporting other HOA Departments such as Design, Innovations, Project Management, Warehouse and more.
   2. Sources, maintains and nurtures partnerships with external HOA vendors through relationship cultivation in order to secure the best price points, discounts and delivery of goods.
   3. Act as representative and spokesperson to promote positive relationships and strong partnerships for the benefit of the organization.
4. Supports and executes the HOA procurement strategy.
   1. Contributes to the HOA’s procurement strategy, policies, and processes to ensure efficient and cost-effective purchasing within the organization, contributing to the successful execution of HOA projects.
   2. Accountable for sourcing new and maintaining current/former relationships with vendors, including negotiating and cataloging vendor discounts, and providing product recommendations to the HOA team. Work with Design on all furnishing-related vendors.
   3. Monitors the performance of suppliers, assessing their ability to meet quality and delivery requirements. Examine and evaluate marketplace business conditions, vendor opportunities, and new product introductions. Engage in sourcing to find alternative or new vendors to improve quality, cost, and/or lead time.
   4. Maintain accurate procurement forecast, anticipating purchasing spend capacity. Work closely with the finance department on purchasing tools including credit cards, ACH use, and purchasing terms with vendors. Approve invoices for payment and troubleshoot payment issues with suppliers.
   5. Accountable for purchasing all FFEs, technology, supplies, and books, accurately and timely according to project timelines. Understanding and adhering to the program materials, tech, and supplies budgets.
   6. Track and communicate the status of orders to project managers and/or the Innovation Team, addressing delivery, damages, and warranty issues, and communicating promptly.
   7. Ensure accurate administration and tracking of all vendors, discounts, and related information in HOA systems (e.g., Sage Intacct, Salesforce)
   8. Analyze invoices to ensure the accuracy of goods delivered.
5. Other duties as assigned.
   1. Assist Project Managers on selected makeover projects where needed.
   2. Other duties as assigned.

Skills and Knowledge:

• Bachelor's degree or 4+ years of experience in procurement; or equivalent combination of education and experience.
• Proven ability to build relationships/partnerships with business partners & vendors.
• Proven complex contract negotiation and vendor relationship management skills.
• Experience within corporate philanthropy and/or nonprofits desired.
• Experience building and establishing relationships with organization stakeholders.
• Knowledge of building/construction industries is strongly preferred.

Abilities & Competencies:

• Highly organized and skilled at managing multiple tasks and projects simultaneously.
• Commitment to quality programs and excellence in organizational and project management.
• Establish priorities, work independently, and proceed with objectives without close supervision.
• Integrity, positive attitude, mission-driven, and self-directed.
• Must meet strict deadlines on a consistent basis.
• Excellent analytical and organizational skills.
• Excellent verbal and written skills.
• Ability to get along well with diverse personalities and interact with people at different levels within an organization with tact, flexibility, and discretion.
• Technologically proficient (Microsoft Office: Word, Excel, PowerPoint, Outlook, etc.)
• Willingness to work flexible hours, including some weekend work.
• Willingness to travel.
• Ability to lift up to 50 lbs.
• Valid driver’s license and the ability to drive an SUV or minivan.