Purchasing Specialist

About The Role

The Purchasing Specialist is essential to ensure the smooth and cost-efficient functioning of the IBHS Research Center. The role encompasses coordinating purchasing activities, vendor interactions, receiving goods, asset tracking, shipping, inventory management, and related administration.

Collaborating closely with Research Center staff, Finance, and external suppliers, this specialist ensures that equipment, materials, supplies, and services are sourced competitively, properly authorized, meticulously documented, and delivered on time.

Why This Role Matters

The Research Center’s daily operations rely heavily on prompt purchasing, accurate documentation, dependable vendors, and well-managed onsite support. This position plays a vital role in managing purchases efficiently from initial requests to final receipt, aiding cost management, maintaining records, and supporting employees with needed resources.

Key Responsibilities

• Oversee purchasing of equipment, materials, supplies, and services for the Research Center.
• Prepare and process purchase requisitions and orders following IBHS policy and approval processes.
• Research vendors to identify sourcing options considering price, quality, availability, service, and delivery timelines.
• Obtain and analyze competitive quotations to enable cost-effective purchasing decisions.
• Place approved orders and track them, providing updates until delivery and receipt.
• Review purchasing requests for accuracy, necessary approvals, precise specifications, and supportive documentation.
• Communicate with vendors regarding order modifications, delivery terms, cancellations, shortages, damages, and other fulfillment issues.
• Maintain precise purchasing records, vendor databases, price lists, quotations, contracts, and supporting documents.
• Support vendor evaluations by tracking pricing trends, service responsiveness, quality, and delivery performance.
• Identify opportunities to streamline purchases, improve sourcing methods, and control expenses without affecting operations.
• Receive and verify shipments against orders, packing slips, and documentation.
• Notify staff upon order arrivals and address delays or delivery complications swiftly.
• Manage resolution of incorrect, incomplete, damaged, or late shipments.
• Maintain proper inventory levels of office, shipping, and authorized supplies.
• Ensure purchased items are correctly routed, stored, and documented.
• Tag applicable equipment and property with fixed-asset identifiers and maintain asset records.
• Assist Finance with annual physical inventory audits and asset reconciliation.
• Coordinate incoming/outgoing mail and shipments including labeling, pickups, tracking, and sorting.
• Serve as the liaison for the Research Center with shipping and delivery providers.
• Maintain organization of mailroom, printing, and communal supply areas.
• Manage supplies and materials for visitors, tours, meetings, and events.
• Provide backup support for telephone and gate coverage as needed.
• Assist in setting up meetings and events, including preparation of materials and refreshments.
• Offer general administrative and operational support for Research Center projects as required.
• Protect confidential financial, proprietary, and sensitive information rigorously.

Requirements

• A minimum of two years’ experience in purchasing, procurement support, vendor management, inventory coordination, or accounting-related roles.
• Proven experience in sourcing goods/services, obtaining competitive invoices, negotiating prices, and direct vendor interaction.
• Competence in generating purchase orders, receiving goods, reconciling paperwork, and maintaining detailed purchase archives.
• Proficiency in Microsoft Excel, Word, Outlook, and other Microsoft 365 applications.
• Exceptional written and verbal communication skills in English with business-level fluency.
• Sound judgment and discretion when handling confidential financial or proprietary data.
• Must be eligible to work in the United States.

Preferred Qualifications

• An associate degree in business administration, accounting, finance, supply chain, procurement, or related fields.
• Familiarity with systems such as Paramount WorkPlace, Financial Edge, or other purchasing, accounting, or ERP software.
• Experience with fixed-asset tracking, inventory audits, or shipping coordination is advantageous.

Benefits

• Comprehensive Health Care plans covering Medical, Dental, and Vision insurance.
• Retirement savings plans including 401(k) and IRA options.
• Life insurance policies including Basic, Voluntary, and AD&D coverage.
• Paid time off encompassing vacation, sick leave, and public holidays.
• Family leave options such as maternity and paternity leave.
• Short-term and long-term disability benefits.
• Opportunities for training and professional development.