Summary of Position
The Procurement Specialist will be responsible for placing all orders weekly, reviewing purchase orders, confirming correct vendor information and applying all payments to orders that are sent. Manage vendor returns and credits and work with the Purchasing Manager and Design teams to ensure correct placement of all orders. This requires excellent vendor management and client relation skills, as well as the ability to work dynamically in fast moving situations with numerous, invaluable pieces being moved across the globe, timing them for installations for multi-million-dollar projects. Be willing to jump in on a variety of tasks as needed and have excellent follow through.
Confidence, politeness and calmness are required in equal measure, with experience of working with tight deadlines, and the ability to work independently as well as within a team and take direction.
DEPARTMENT: Purchasing Department
PRINCIPAL RELATIONSHIPS:
- Reports to: Purchasing Manager
- Collaborates with: Accounting, Hospitality and Residential Design Studios
- Supervises: none
PRINCIPAL ACCOUNTABILITIES/ESSENTIAL FUNCTIONS:
- Review Purchase Orders and all Balances Due Orders from vendors, submitted on a weekly basis. Create matrix weekly to be submitted to accounting for payment.
- Follow up on all payments sent to vendors to confirm all orders have been received and generated.
- Update each Purchase Order in studio noting payment date and any necessary corresponding information.
- Manage receipt and return of items for client meetings. Work with design teams to ensure all items are received in time and returned in a timely manner.
- Generate Care Maintenance Guides for each residential project.
- Handle a number of organizational and support tasks for the purchasing department as it relates to client orders.
QUALIFICATIONS AND COMPETENCIES:
Qualifications
- Proficient with technology, especially databases and word processing
- Experience with MS products, purchasing/product tracking software such as Studio Webware a plus
- At least 2 years of professional experience, preferably in professional services
- Ability to effectively collaborate with colleagues
- Keen analytic and problem-solving skills that support and enable sound decision-making
- Good people skills; relate well on phone and in person; demonstrate patience and kindness in all interactions with clients, colleagues, and agency leaders
- Excellent organizational skills; work well in a fast-paced environment
- Self-starter with ability to maintain composure while juggling multiple tasks, set priorities, and meet deadlines
- Team player who is flexible and adaptable to changing needs
- Accuracy and attention to detail
- Strategic and analytical thinker
- Personal qualities of integrity, credibility, sense of humor
Minimum Competencies
- Excellent customer service skills; strong interpersonal skills including patience, flexibility, judgment, discretion and tact.
- Self-starter with strong independent judgment, discretion and critical thinking; ability to work autonomously as well as part of a team, and to stay focused under pressure.
- Ability to organize and manage multiple projects in a very fast-paced, performance-oriented environment.
- Meticulous attention to detail and ability to master new tasks quickly.
- Excellent communications skills, including the ability to write and edit polished communications
- Model professional presentation/behavior, exercising discretion and confidentiality.
- Ability to work in a multicultural environment with a diverse staff and clientele.
Date Written/Revised: 3.23.2021
PHYSICAL REQUIREMENTS OF THE POSITION
This position will be working in a typical office setting, with no extremes in temperature or lighting
Applicants should be able to work with equipment typically found in an office and should be able to perform the essential functions of the job, with or without accommodation. Possible accommodations needed should be discussed prior to the onset of employment and/or the interview process.
This position is full time, and with full Healthcare Coverage, 401(k) Safe Harbor Matching, Pre-Tax Flexible Spending Account, Commuter Benefits, 529 College Pre-Tax Plan, and generous PTO
Disclaimer
The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of the employees assigned to this job.
NICOLEHOLLIS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of race, color, ethnic background, religion, gender identity, gender expression, sexual orientation, age, national origin or disabilities. Services are available upon request to individuals with disabilities; please let us know if you need accommodations for the interview process.