Office Specialist-Procurement

Position Summary:

The Procurement Coordinator will assist with sourcing, securing, and establishing relationships with suppliers and vendors for the procurement of durable goods, parts, materials, equipment, and items necessary to support customer, business, office, and/or warehousing needs. Will manage the day-to-day activities of procuring requested or replacement items, monitor existing inventory, generate purchase orders, review purchase requests, negotiate terms, price, quantity, and specifications with vendors and suppliers with the goal of obtaining top-quality items in a timely manner. This position will work closely with Accounting and Operations teams to ensure comprehensive coverage of all procurement-related activities and alignment across departments.

Essential Job Duties and Responsibilities:

• Proactively research and source vendors and suppliers as needed, establishing and nurturing relationships through verbal and written communication.
• Collaborate with Operations and Accounts Payable to onboard new vendors, ensuring all required documentation—such as W-9s, Certificates of Insurance (COIs), and Subcontractor Agreements—is accurately collected, reviewed, and maintained.
• Generate requisitions or purchase orders based on identified needs and established procedures; track open orders and ensure accurate data entry and documentation within the ERP system.
• Provide guidance and training team members on creating purchase orders and requisitions; develop and maintain accessible training materials to support ongoing learning.
• Assist with incoming requests for IT-related materials; communicate available items and timelines for attaining and shipping new purchases. Verify appropriate approvals are received prior to sourcing activities.
• Manage inventory as it applies to designated bulk purchases.
• Assist in the vendor and supplier contract process, including negotiating key items such as pricing, payment methods and terms, volume discounts, freight charges, and delivery logistics.
• Verify purchase order line items against packing slips and coordinate quality reviews.
• Manage the return of defective equipment and facilitate resolution with the vendor.
• Research websites, contact vendors, and review market data for technical specifications and information regarding equipment supplies, delivery requirements, and pricing.
• Request and obtain competitive bids, quotes, or proposals from approved vendors in accordance with compliance and procurement policies; assess vendor performance for pricing, availability, and quality. Collaborate with requesters and management to review product options and recommend alternatives when appropriate.
• Establish and maintain positive vendor relations with consideration to varying state procurement regulations; negotiate pricing while maintaining quality, and coordinate supply and delivery; identify future potential for cost-savings.
• When working remotely, perform regular and predictable work and perform work during scheduled and/or agreed upon times.

• Perform all other duties as necessary or required.

Minimum Qualifications (Experience, Skills, and Education):

• High school diploma or equivalent required; two-to-four-year degree in business, supply chain, logistics, or related degree preferred. Professional and directly related experience may be accepted in lieu of a degree.
• Excellent relationship building or interpersonal skills. Ability to use all means necessary for sourcing and securing suppliers and maintaining good relations with existing vendors.
• Maintain integrity and a high degree of responsibility regarding financial transactions and purchasing.
• Ability to foster positive work relationships with internal and external customers; excellent communication skills with an ability to disseminate complex or technical data to all levels of staff. 
• Strong understanding of purchasing, the approval process, and ability to learn company processes.
• Works well under deadlines or time-constraints; is self-motivated and manages own time efficiently.

• Intermediate to advanced computer skills utilizing a Window’s based operating system; advanced knowledge of MS Office and ability to learn company-specific software.

Physical Requirements and Working Conditions:

This is a full-time position and most work will be performed in an office setting, requiring the use of senses – touch, sight, and audio and speech on a daily basis. Will primarily use a computer, keyboard and mouse, and other hardware and software necessary for the successful completion of tasks. Work schedule is for forty (40) hours per week, primarily 8 hours a day, Monday through Friday – will work to accommodate U.S. time zones and the unique time- constraints of various regional offices. May work for long durations in a seated position. Frequently use internet, phone, Teams, email, or other software for communicating and collaborating with one or multiple people or projects simultaneously. Occasional travel may be necessary.

Additional Requirements:

Must be able to work in a high functioning team environment. Display the highest levels of honesty, integrity, and professionalism. Take pride in your work and in the company. Communicate openly and strive for peak performance in daily tasks. Know and deliver the quality service MEI’s customers have come to expect.

Disclaimer: This job description is intended to summarize the type and level of work performed by the Procurement Coordinator and is not an exhaustive list of all duties, responsibilities, and/or requirements. MEI reserves the right to change or modify this job description or the essential duties of this position, as necessary.

MEI is an Equal Opportunity, M/F/Disabled/Vet Preferred Employer.