Project Order & Procurement Specialist

Position Summary

The Project Order & Procurement Specialist manages the end-to-end processing of project-related orders for DESIGNA US, from internal project release through procurement, fulfillment, and aftersales support.

The role coordinates the purchasing of materials and equipment required to fulfill project and customer orders while working closely with Sales, Engineering, Operations, Warehouse, Finance, vendors, and customers.

The successful candidate must be organized, detail-oriented, and confident in taking ownership of orders from start to finish. This position requires the ability to set realistic expectations, professionally challenge incomplete or unrealistic requests, and hold internal and external stakeholders accountable to keep orders moving forward.

Essential Duties and Responsibilities

Project Order Processing & Management

• Manage project orders from internal release through fulfillment and closeout.
• Review project documentation, material requirements, and supporting information for accuracy and completeness.
• Enter and maintain project and order information within the ERP and applicable systems.
• Coordinate with Sales, Engineering, and Operations to confirm specifications, quantities, timelines, and delivery requirements.
• Track open orders, material availability, shipments, and delivery dates.
• Identify missing information, risks, or delays and proactively work with the appropriate stakeholders to resolve them.
• Communicate realistic timelines and professionally push back when requests are incomplete, unrealistic, or cannot be supported.
• Maintain accurate and organized project order documentation.

Procurement & Purchasing

• Purchase project-specific materials, equipment, components, consumables, and required stock items.
• Request and evaluate supplier quotations based on pricing, availability, lead times, and delivery terms.
• Issue purchase orders and monitor them through delivery.
• Work with vendors to improve pricing, lead times, and commercial terms when appropriate.
• Resolve supplier delays, damaged or incorrect materials, pricing discrepancies, and invoice issues.
• Identify alternate sourcing options when needed to support project schedules.
• Coordinate with Warehouse personnel on inventory requirements and commonly used stock items.

Aftersales & Customer Support

• Process orders for spare parts, replacement materials, consumables, and other aftersales needs.
• Coordinate warranty replacements and resolve material or order discrepancies.
• Provide customers and internal teams with accurate material availability and delivery information.
• Maintain ownership of aftersales requests through resolution.

Cross-Functional Coordination & Compliance

• Serve as a key operational link between Sales, Engineering, Operations, Warehouse, Finance, vendors, and customers.
• Follow up on required information, approvals, and decisions to keep orders progressing.
• Balance customer and Sales requests with supplier capabilities, costs, timelines, and company procedures.
• Maintain accurate purchase orders, quotations, shipment records, and supporting documentation.
• Coordinate with Finance to resolve purchasing and invoice discrepancies.
• Support improvements to order-processing and procurement workflows.

Qualifications

• 2–5 years of experience in order processing, order management, purchasing, procurement, supply chain, or a related field.
• Experience managing orders through fulfillment and coordinating related purchasing activities.
• Working knowledge of purchase orders, supplier quotations, lead times, shipping, and inventory processes.
• Proficiency with ERP systems and Microsoft Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple orders and priorities simultaneously.
• Strong written and verbal communication skills.
• Ability to communicate professionally and assertively with Sales, customers, vendors, and internal teams.

Core Competencies

• Order processing and lifecycle management
• Procurement and purchasing
• Organization and attention to detail
• Assertiveness and professional communication
• Vendor management and negotiation
• Problem-solving and sound judgment
• Cross-functional collaboration
• Accountability and follow-through
• Ability to manage competing priorities

Job Type: Full-time

Benefits:

• 401(k) with employer match 
• Dental insurance
• Medical insurance
• Vision insurance
• Life insurance
• Optional supplemental insurance
• Vacation, starting at 3 weeks annually and increases with tenure
• Sick time, 48 hours annually
• 14 company paid holidays
• Professional development program for training and tuition reimbursement

Schedule:

• Monday to Friday (8 am - 5 pm)