Procurement Specialist

Job Summary:

The Procurement Specialist supports the procurement team by purchasing routine materials, supplies, and services while providing administrative and analytical support for procurement operations. This role is responsible for issuing purchase orders for routine, pre-negotiated items, obtaining supplier quotations, coordinating order activity, and maintaining procurement records. Working closely with the Senior Buyer and internal stakeholders, the Procurement Specialist helps ensure timely purchasing, accurate documentation, and efficient procurement processes across multiple facilities. The position requires strong organizational skills, attention to detail, effective communication, proficiency in Microsoft Excel, and the ability to analyze data and support continuous improvement initiatives.

Job Responsibilities:

• Purchase routine materials, supplies, and services from approved suppliers using established pricing and procurement guidelines.
• Obtain supplier quotations and create, process, and maintain purchase orders within the ERP system.
• Review order confirmations and coordinate with suppliers regarding order acknowledgments, shipment status, delivery schedules, and purchasing inquiries.
• Assist in resolving purchase order, receiving, and invoice discrepancies.
• Maintain accurate supplier records, purchasing documentation, and procurement files.
• Prepare procurement reports, purchasing analyses, and operational metrics using Microsoft Excel and ERP data.
• Download, organize, and analyze procurement data to support reporting, decision-making, and continuous improvement initiatives.
• Support procurement projects and process improvements, including supplier transitions, packaging evaluations, product sample coordination, and other departmental initiatives.
• Provide administrative and operational support to the procurement team through spreadsheet management, reporting, documentation, and day-to-day procurement activities.
• Collaborate with Operations, Finance, Quality, Maintenance, Warehouse, and other cross-functional teams to support procurement activities across Wisconsin and California facilities.
• Maintain confidentiality of supplier, pricing, and company information.
• Assume additional procurement responsibilities and purchasing authority as skills develop and business needs evolve.
• Perform other duties and special projects as assigned.

Education and Experience:

• Associate's or Bachelor's degree in Supply Chain Management, Business Administration, Logistics, Operations Management, or a related field preferred.
• One to three years of experience in procurement, purchasing, supply chain, manufacturing, inventory control, or a related business support role preferred.
• Intermediate proficiency in Microsoft Excel is required.
• Experience working with an Enterprise Resource Planning (ERP) system is preferred.
• Experience with purchasing, supplier communications, purchase orders, or procurement reporting is preferred.
• Experience with Power BI or other business intelligence and reporting tools is a plus. 

Required Skills/Abilities: 

• Intermediate to advanced proficiency in Microsoft Excel, including sorting, filtering, formulas, pivot tables, and data analysis.
• Proficiency with Microsoft Office applications, including Word and Outlook.
• Strong analytical and problem-solving skills.
• Excellent organizational skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Strong verbal and written communication skills.
• Ability to build positive working relationships with suppliers and cross-functional teams.
• Ability to learn and effectively utilize ERP systems and procurement software.
• Ability to interpret purchasing data and identify discrepancies.
• Demonstrated initiative, sound judgment, and a commitment to continuous improvement. 

Physical Requirements: 

• Prolonged periods of sitting while working at a computer.
• Frequently use hands and fingers to operate a computer keyboard, mouse, and office equipment.
• Occasionally walk throughout office, warehouse, and manufacturing environments.
• Occasionally lift and move up to 25 pounds.
• Ability to communicate effectively with employees, suppliers, and customers.
• Specific vision abilities include close vision and the ability to focus on computer screens for extended periods.