Procurement Officer

Summary

The Procurement Officer is responsible for managing and executing all procurement activities across a multidiscipline Architectural & Engineering firm, ensuring that all goods, materials, equipment, and subcontracted services are sourced efficiently, competitively, and in alignment with project schedules and budget objectives. This role works closely with Project Managers, Discipline Leads, and the Controller to maintain procurement integrity, budget adherence, and accurate financial documentation. The Procurement Officer supports both operational and project-specific purchasing needs while upholding the firm's quality, compliance, and cost-control standards.

Key Responsibilities

Procurement & Sourcing

• Manage the full procurement lifecycle for professional services, software (licensing agreements), materials, equipment, and subcontractors across all disciplines.
• Develop, issue, and manage Requests for Proposals (RFPs), Requests for Quotes (RFQs), vendor bids, and purchase orders.
• Source and evaluate new vendors and specialty suppliers to support expanding project needs.
• Conduct cost analyses to identify opportunities for savings, value improvement, and long-lead forecasting.

Vendor & Subcontractor Coordination

• Build and maintain strong vendor and subcontractor relationships to ensure high-quality, timely, and cost-effective service.
• Oversee subcontractor prequalification, collecting documentation such as W-9s, COIs, safety records, insurance certificates, capability statements, and references.
• Maintain accurate vendor and subcontractor records in coordination with the Controller and Finance team.
• Periodic audit of software licensing and recurring purchases for cost savings opportunities.

Budget, Contracts & Financial Alignment

• Coordinate closely with the Controller to ensure that all procurement actions align with project budgets, accounting requirements, and company financial procedures.
• Submit purchase orders, vendor quotes, and executed contracts to the Controller for financial validation and cost-code alignment.
• Participate in budget reviews and ensure procurement costs remain within approved limits.
• Assist with negotiating contract terms with vendors and subcontractors, collaborating with leadership and legal counsel when necessary.

Project & Schedule Support

• Work with Project Managers and Discipline Leads to understand project-specific procurement needs, long-lead items, and schedule constraints.
• Track procurement timelines, delivery status, and material readiness to prevent project delays.
• Communicate procurement updates, risks, and delivery impacts to Project Managers and leadership.

Documentation, Reporting & Compliance

• Maintain accurate and organized procurement documentation including proposals, quotes, pricing logs, contracts, and delivery records.
• Prepare procurement reports for leadership, including budget tracking, spend analysis, forecasting, and vendor performance summaries.
• Ensure all procurement activities comply with company policies, industry standards, and applicable regulatory/contractual requirements.
• Support internal process improvements to standardize and streamline procurement workflows.

Issue Resolution

• Address vendor issues promptly, including delivery discrepancies, pricing conflicts, quality concerns, and insurance compliance matters.
• Coordinate with the Controller and Project Managers to resolve invoice discrepancies and ensure timely vendor payment processing.

Qualifications

Education

• Bachelor’s degree in Supply Chain Management, Business Administration, Construction Management, Engineering, or a related field (preferred).
• Equivalent experience in procurement for A&E, construction, or manufacturing environments will be considered.

Licensure/Certifications (Preferred, Not Required)

• Certified Professional in Supply Management (CPSM)
• Certified Purchasing Professional (CPP) or similar credential
• OSHA 10 or 30 (a plus for construction-related coordination)

Experience

• 3–5+ years of procurement experience in an Architectural & Engineering firm, construction, or other technical industry.
• Experience working with multidisciplinary engineering or design teams is highly preferred.
• Prior experience collaborating with a Controller or Finance department on budgets, contracts, and accounting workflows.
• Demonstrated success in negotiating contracts, managing vendors, and supporting project delivery.

Skills & Competencies

• Strong understanding of procurement principles, contract terminology, and cost-control strategies.
• Excellent negotiation, communication, and vendor-relationship-management skills.
• Ability to read and understand technical specifications, scopes of work, and discipline drawings.
• Highly organized with strong attention to detail and documentation accuracy.
• Proficiency with procurement software, project management tools, financial systems, and Microsoft Office Suite (Excel required).
• Ability to manage multiple projects and competing deadlines in a fast-paced environment.
• Strong analytical and problem-solving skills.
• Collaborative mindset with the ability to work effectively with Project Managers, Engineers, Architects, and the Controller.

Work Environment & Expectations

• Full-time, in-office role supporting internal teams, leadership, and project stakeholders.
• Standard business hours with flexibility for project schedules or time-sensitive procurement needs.
• Occasional vendor meetings, job-site visits, or offsite procurement evaluations may be required.