Procurement Assistant

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: TYPE OF WORK

Full Time

: SALARY

TBD

: HOURS PER WEEK

40

: DATE UPDATED

Apr 1, 2026

JOB OVERVIEW

Overview
This role owns the execution and tracking layer of procurement. It sits downstream of validated procurement input and is responsible for placing orders, managing vendor communication, tracking delivery, and maintaining accurate records across all active items.

The role combines execution and tracking into a single function to ensure continuity, speed, and accountability. It does not define what to buy. It ensures what has been approved gets executed correctly and monitored until completion.

Core Function
Take validated procurement packages and drive them through ordering, tracking, and issue resolution with full visibility and accuracy.

Key Responsibilities

Execution (Order Placement and Vendor Coordination)
- Place orders based on validated and approved procurement lists
- Communicate directly with vendors for order confirmation, pricing, and details
- Ensure orders match approved specifications (SKU, quantity, finish, dimensions)
- Confirm payment status before order processing where applicable

Tracking (End-to-End Visibility)
- Track all active orders from placement to final delivery
- Monitor ETA, shipping status, and transit updates
- Maintain up-to-date procurement tracker with:
- Order dates
- ETA updates
- Payment status
- Delivery status
- Receipt documentation

Issue Management (RTS, Delays, Exceptions)
- Identify delays, discrepancies, or risks early
- Proactively follow up with vendors on late shipments or missing information
- Escalate issues with clear data and context
- Coordinate with procurement manager and design team when intervention is required
- Data Accuracy and Reporting
- Maintain high accuracy in procurement sheets and tracking systems
- Ensure all records are complete, consistent, and audit-ready
- Support cost tracking and reconciliation inputs when needed
- Provide clear status updates across all active orders

Process Discipline
- Follow standardized workflows for execution and tracking
- Ensure no order is placed without proper validation and approval
- Maintain consistency in naming, documentation, and tracking structure

Cross-Functional Coordination
- Work closely with Procurement Manager for approvals and escalations
- Coordinate with Design Team when clarification is required post-order
- Support internal visibility by keeping trackers clean and current

Scope Boundaries

This role does:
- Execute approved procurement
- Track and manage orders through completion
- Maintain operational visibility

This role does not:
- Define procurement lists
- Make design decisions
- Approve substitutions without validation

Key Requirements
- 2+ years experience in procurement, order management, or operations
- Experience working with vendors, suppliers, or logistics tracking
- Strong attention to detail and data accuracy
- Ability to manage multiple orders across projects simultaneously
- Strong follow-up discipline and accountability
- Add the work roof to your cover letter/procurement experience
- Comfortable working in structured workflows and tracking systems
- Clear written communication for vendor and internal coordination

Preferred Background
- Experience in interior design, FF&E procurement, or construction-related sourcing
- Familiarity with international vendors and shipping timelines
- Experience using spreadsheets or procurement tracking tools

Success Metrics
- Accuracy of procurement tracker (minimal data errors)
- On-time order placement after approval
- Reduction in missed or delayed deliveries due to lack of follow-up
- Speed of issue identification and escalation
- Completeness of tracking records and documentation

Reporting Structure
- Reports to Procurement Manager
- Works closely with Design-Integrated Procurement Assistants (Intake/Validation role)
- Supports overall procurement operations through execution discipline

Role Intent
This role exists to eliminate execution gaps and tracking blind spots. It ensures that once a procurement decision is made, it is carried out accurately, monitored continuously, and completed without loss of visibility or control.

APPLICATION PROCESS:
- Only apply to this link: ----------
- Any messages thru this platform will not be entertained
- Failure to follow instructions will result to application disqualification

SKILL REQUIREMENT

Procurement

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Procurement Assistant

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

SALARY

HOURS PER WEEK

DATE UPDATED

Why is this blurred?