Procurement Specialist

Pay Range: Pay Range:$27.81 - $38.62 The Procurement Specialist serves a dual role supporting both SEARHC's enterprise purchasing card (P-Card) program and procurement activities, especially focused on Furniture, Fixtures & Equipment (FF&E) for capital projects across the health system. The specialist is responsible for the administration, compliance, and ongoing management of SEARHC's purchasing card program, including card issuance, account maintenance, spending limit administration, monthly reconciliation compliance, and audit support. This role ensures purchasing card transactions are properly documented, reconciled, and completed within established fiscal month-end deadlines while maintaining adherence to organizational policies and financial controls. In addition, the Procurement Specialist partners closely with the Capital Equipment Planning Manager, FF&E Purchasing Agent, project managers, architects, interior designers, clinical leaders, and vendors to support the planning, sourcing, bidding, procurement, delivery, and installation of furniture, fixtures, and equipment for healthcare facilities and capital construction projects. The position shares responsibility for the procurement lifecycle of FF&E products supporting patient care environments, public spaces, administrative areas, and exterior facilities throughout SEARHC. Responsibilities may include vendor sourcing, supporting competitive bids, value analysis, project coordination, order management, and collaboration with Accounts Payable and other financial stakeholders to ensure efficient project execution, cost control, and procurement standardization across the health system. SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement. Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health insurance, dental, and vision benefits, life insurance and long and short-term disability, and more. Key Essentials Functions and Accountabilities of the Job · Administer and maintain SEARHC's Purchasing Card (P-Card) Program. · Support FF&E procurement activities for capital construction, renovation, and facility improvement projects. · Coordinate procurement activities from project planning through final delivery and installation. · Facilitate communication among project stakeholders, including department leaders, clinicians, designers, architects, consultants, and suppliers. · Manage vendor relationships, project schedules, procurement timelines, and issue resolution. · Ensure compliance with organizational procurement policies, financial controls, and audit requirements. · Support continuous improvement efforts that enhance procurement efficiency, standardization, and customer satisfaction. ESSENTIAL DUTIES AND RESPONSIBILITIES Purchasing Card Program Administration · Administer SEARHC's purchasing card program, including card ordering, distribution, replacement, cancellation, and account maintenance. · Manage temporary and permanent credit limit adjustments in accordance with organizational policy and business needs. · Monitor cardholder compliance and ensure expense reports and supporting documentation are submitted prior to monthly fiscal close deadlines. · Serve as the primary point of contact for cardholders, financial management, and banking partners regarding purchasing card administration. · Maintain audit-ready records and support internal and external audit requests. Audit and Financial Compliance · Collect, organize, and provide purchasing card transaction documentation required for periodic audits. · Ensure compliance with organizational financial policies, procurement procedures, and regulatory requirements. · Assist in resolving exceptions, discrepancies, and compliance concerns related to purchasing card transactions. FF&E Procurement and Sourcing · Solicit vendor quotations and evaluate pricing, specifications, service levels, and contract terms. · Prepare bid comparison analyses and recommendations for stakeholder review. · Generate and process purchase orders and maintain procurement records. · Provide procurement forecasting, status reporting, and order expediting activities to support project schedules. Project Coordination and Design Support · Collaborate with project teams, department leaders, designers, and vendors to facilitate approval of furniture, finishes, fixtures, and equipment selections. · Assist with identifying alternative products and value-engineering opportunities while maintaining project objectives and design intent. · Participate in project meetings and provide procurement updates throughout project execution. Order Management, Delivery, and Installation Support · Coordinate deliveries with vendors, receiving teams, installation contractors, and project stakeholders. · Track shipments and proactively address delays, damages, shortages, or other delivery issues. · Resolve invoice discrepancies and three-way match exceptions in a timely manner. · Ensure vendor invoices are processed and paid according to contractual terms and organizational standards. Other Duties · Serves as backup for Purchasing Agents, including FF&E procurement activities, when operational needs require. POSITION QUALIFICATIONS Education: · High school diploma or equivalent required · Some college-level business, supply chain, project management, or architectural design education preferred. Experience: · 3 years’ experience with procurement, or commercial FF&E design, healthcare preferred. · Business or contract analysis experience preferred. · ERP experience required. Workday experience preferred. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge Of: · Healthcare supply chain and procurement practices. · Purchasing card administration and financial controls. · Contract management and supplier performance management. · Competitive sourcing, bidding, and procurement methodologies. · FF&E planning, procurement, and installation processes. · Capital project procurement practices. · Data analysis, reporting, and business process improvement. · Healthcare equipment, furnishings, and facility environments. Skills In: · Microsoft Office Suite, particularly Excel, Word, and PowerPoint. · ERP and procurement systems. · Data analysis, reporting, and problem-solving. · Vendor relationship management. · Project coordination and organization. · Written and verbal communication. · Stakeholder engagement and customer service. · Prioritization and management of multiple concurrent assignments. · Preparation of business recommendations and procurement analyses. Ability To: · Work independently in a remote or hybrid work environment. · Collaborate effectively with individuals at all organizational levels. · Analyze information and present data-driven recommendations. · Manage competing priorities, deadlines, and project requirements. · Anticipate issues and implement proactive solutions. · Travel occasionally. · Work effectively in office, warehouse, construction, healthcare, and remote environments. · Maintain attention to detail while managing high transaction volumes. · Support project teams through planning, implementation, and project completion. · Demonstrate professionalism, accountability, and positive working relationships. Required Certifications : If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!