Purchasing Specialist

Description

The Purchasing Specialist plays a critical role in supporting the Property Management team by overseeing purchasing operations and systems, administering contracts, and partnering with the EVP on special projects. This position ensures the efficient, timely, and cost-effective sourcing of goods and services essential to the ongoing operation and maintenance of residential properties.

Contract Administration

• Develop scopes of work and evaluate contractor proposals.
• Lead vendor negotiations and administer contracts from initiation through execution.
• Prepare, process, and manage contractor and vendor agreements, ensuring all required documentation is obtained (e.g., Certificates of Insurance, W-9 forms).
• Track and organize all recurring contracts by expiration dates.
• Ensure compliance with contractual terms and conditions.
• Maintain organized, accessible contract files across all properties.

Purchasing and Procurement

• Identify, vet, and onboard potential suppliers and subcontractors; maintain an approved vendor list.
• Solicit and evaluate bids, proposals, and quotes; negotiate pricing, terms, and delivery schedules.
• Submit and track purchase orders; oversee the purchase request process.
• Support the Property Management team with purchasing needs, including online orders and coordination of deliveries.
• Develop and continuously improve purchasing procedures and internal controls.
• Oversee vendor performance and relationships to ensure timely and high-quality delivery of goods and services.
• Manage inventory levels and restocking protocols.
• Administer the Purchase Order (PO) system, including the development of procedures and training of staff.
• Conduct site visits to assess inventory needs for specific properties.

Project Management Projects

• Support the EVP with high-priority or ad hoc special projects as assigned.
• Support the Leasing and Marketing Manager with special projects, Leasing AI technology, property management initiatives and lease administration. 
• All other duties as assigned.

Compensation: $70k - $75k - Annual

Benefits: Medical, Dental, Vision, PTO, Paid Holidays, 401k, Life Insurance

Requirements

 Skills and Knowledge

• Strong working knowledge of purchasing, vendor management, and contract administration.
• Excellent negotiation and organizational skills.
• Familiarity with safety regulations, inspection processes, and regulatory permits.
• Proficiency in Microsoft Office Suite; Yardi experience preferred but not required.
• Proven ability to work independently and manage multiple priorities simultaneously.
• Must have experience in Property Management.

Education and Experience

• Associate degree or higher in Business, Supply Chain Management, or a related field.
• 3-5 years of relevant experience in procurement or contract administration.