Procurement Operations Specialist

Position Summary

We are seeking a Procurement Operations Specialist to join our Indirect Procurement team as an individual contributor with a focus on managing vendor records and purchasing individual hardware and software. Additional responsibilities may arise as described below.

This role is responsible for ensuring the accuracy and integrity of our vendor data in NetSuite and for managing individual hardware and software purchases using a purchasing card (“P-Card”) and / or purchase orders (“PO”). This person will be entrusted with stakeholder management and will be held accountable for achieving clear, agreed-upon goals.

Key Responsibilities:

• Vendor Management:
  • Serve as the primary owner for creating & maintaining vendor records in NetSuite or a comparable system
    • Manage all aspects of vendor master data, such as verification of contact details, banking information, and tax identification numbers
    • Collaborate with internal business partners and conduct external outreach to vendors to ensure all information is accurate
    • Oversee vendor onboarding and offboarding
  • Identify rationalization opportunities based on (in)activity, (sub)optimized spend categorization, etc.

• Purchasing:
  • Manage the full lifecycle of individually licensed hardware and software purchases, from request to fulfillment and confirmation of whether to renew as applicable
  • Reconciliation of P-Card transactions
  • Process and manage POs in NetSuite or a comparable system, ensuring all purchases align with current policies and processes
  • Periodic support for other Indirect Spend, such as stakeholder engagement, documentation gathering, RFX administration, and analyzing & negotiating opportunity costs

• Accountability, Collaboration, and Reporting:
  • Take ownership of performance goals and deliver on key metrics related to data accuracy, purchasing efficiency, and operational compliance
  • Identify and implement opportunities for process improvements
  • Partner effectively with internal and external stakeholders such as Finance, IT, Legal, vendors, etc. to manage shared workflows and generally represent our team professionally
  • Reporting & subsequent presenting whether planned or ad hoc, primarily for above scope

Qualifications:

• Education: A bachelor’s degree in a business-related field from an accredited university is desired
• Experience, Characteristics, and Skills:
  • High degree of accountability and a proactive, self-starting attitude
  • Exceptional attention to detail and a strong mindset for organization
  • Excellent verbal and written communication skills in the English language
  • Independent ability to build and manage relationships with stakeholders
  • Strong analytical and problem-solving skills, with a track record of driving process improvements
  • Minimum of five (5) years of professional experience, with at least two (2) years of experience in procurement, purchasing, or sourcing
  • Proven success in an operations capacity, with a strong appreciation for dynamic business processes and a focus on outcomes over output
  • Demonstrable expertise using NetSuite or a comparably mature ERP system – e.g. SAP, Oracle, etc. for vendor management and purchasing
  • Demonstrable expertise with data configuration and analysis, and advanced Microsoft Excel skills – e.g. leveraging formulas, pivot tables, etc.
  • Proficiency with Microsoft Office Suite in addition to like mentions above – e.g. use Excel to review and analyze data, PowerPoint to create slide decks, etc.

Avid is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.  

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