Assistant Procurement Specialist

• Create, process, and send purchase orders to vendors, confirming and validating that goods and services are delivered accurately and on time.
• Research outstanding purchase orders and resolve any remaining issues.
• Research and identify potential vendors, obtain and evaluate quotes, assist with negotiating terms, and maintain strong, ongoing relationships with vendors.
• Maintain accurate and complete procurement records, vendor information, and required insurance documentation. Scan and upload procurement documents into FileVision.
• Provide general administrative support to the procurement department, including preparing periodic reports and managing internal and external correspondence.
• Ensure that all procurement activities are carried out in compliance with company policies and procedures.
• Coordinate with vendors and internal departments to resolve discrepancies or issues related to purchase orders and invoices.
• Work with various departments to understand their requirements for products, services, and special requests.
• Research and identify potential suppliers or vendors who can provide the required goods or services for bids and proposals.
• Maintain up-to-date inventory records, ensuring that equipment and supplies are adequately maintained and replenished as needed. This includes overseeing records for the company vehicles, motor cars, golf carts, office furniture, computers, monitors, scanners, telephones, televisions, printers, cell phones, tablets, furniture, and other equipment.
• Monitor inventory levels to ensure that the organization maintains optimal stock and avoids shortages of essential items.
• Assist with the annual audit of CCHA & CHP assets.
• Process the disposition of CCHA & CHP assets as needed.
• The Assistant Procurement Specialist is responsible for maintaining proper insurance coverage for all CCHA & CHP assets.
• Perform special projects and other duties as assigned.

KNOWLEDGE, SKILLS, and ABILITIES:

• Strong organizational skills and attention to detail.
• Ability to manage multiple priorities and deadlines.
• Strong written and verbal communication skills.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook); knowledge of Yardi.
• Professional, courteous, and able to work independently or as a team.
• Ability to maintain confidentiality of sensitive information.