Procurement & Project Operations Specialist

Job Title: Procurement & Project Operations Specialist

This is a hands-on, RFQ-to-delivery procurement role: client requests for quote (RFQ), vendor quotes, purchasing, expediting, shipping & receiving, warehouse staging, documentation, QA/QC, delivery coordination, Excel tracking, and proactive communication.

Position Summary

We are seeking a highly organized and detail-driven Procurement & Project Operations Specialist to lead and support procurement activities for commercial and industrial clients. This role is the central hub between sales, vendors, clients, warehouse, logistics, and operations—tracking materials from RFQ and vendor quote through purchase order, expediting, receiving, staging, documentation, and jobsite delivery.

The right person is comfortable physically checking materials when they arrive while also working in Excel and sales/procurement systems, following up without being reminded, creating and printing order documents, and keeping accurate records.

Key Responsibilities

Procurement & Sourcing

• Gather pricing, lead times, availability, and product details for client requests for quote (RFQs), including: construction materials, HVAC equipment, industrial components, and specialty/long-lead items
• Prepare, enter, and update client quotes, sales orders, purchase orders, vendor records, and related order documentation in company systems
• Follow up with vendors/manufacturers on quote status, confirmations, ship dates, tracking, shortages, backorders, substitutions, and urgent project needs
• Track each order from RFQ through delivery; update records in company systems, maintain Excel/status trackers, and provide clear updates in internal meetings
• Coordinate with sales, procurement, warehouse, logistics, in-house drivers, carriers, brokers, and jobsite contacts to keep materials moving
• Assist with receiving, inspection, check-in, staging, shipping, loading, and delivery coordination as needed
• Perform receipt inspections, verifying incoming materials against POs, packing slips, submittals, specifications, vendor confirmations, and other project documents
• Create, print, and use packing slips, receiving checklists, labels, bills of lading, delivery tickets, pull lists, and project files
• Support QA/QC documentation, discrepancy tracking, damage/shortage reporting, invoice backup, and compliance documentation
• Communicate professionally with clients, vendors, carriers, and internal teams; escalate pricing, technical, schedule, logistics, or quality issues early

Required Skills & Qualifications

• 3–7+ years of experience in procurement, project management, or supply chain operations
• Experience with HVAC equipment, construction materials, or industrial procurement
• Background and understanding in procurement lifecycle, vendor management, and sourcing strategies
• Strong follow-up habits, organization, attention to detail, and ability to manage multiple projects and deadlines at the same time
• Experience with quality assurance / quality control processes for order fulfillment
• Ability to read and interpret submittals, specifications, and technical documents
• Proficiency in Excel and general data/document management

Preferred Qualifications

• Experience with purchasing and handling of HVAC equipment, construction materials, industrial equipment, and facility materials
• Experience working with project staging, warehouse coordination, or material handling
• Experience creating/using packing slips, BOLs, delivery tickets, receiving checklists, labels, pull lists, and project files
• Familiarity with WMS, ERP, or procurement tracking systems
• OSHA, forklift, warehouse safety, or other safety-related training
• Exposure to freight coordination, freight brokers, international shipments, or customs documentation is helpful but not required

Work Environment & Expectations

On-site, fast-paced, project-driven role with a mix of office/computer work and warehouse/yard involvement. The right candidate thinks like a project coordinator, not just a buyer; owns the spreadsheet and the system behind it; follows up consistently; catches issues before they affect the jobsite; and takes pride in accuracy, communication, urgency, and execution.

Compensation & Benefits

• Competitive salary based on experience, negotiable
• Performance-based bonuses
• 401K
• Benefits package (health, dental, vision)
• Paid time off and holidays

Pay: From $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• 403(b)
• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Application Question(s):

• Describe your experience in procurement, warehousing, logistics, and order fulfillment.
• What systems and technology are you comfortable using for this role?
• Describe your experience with sourcing, supplier management, quality management, QA/QC.

Work Location: In person