Procurement Specialist – Importation & Intercompany Purchases

Job Title: Procurement Specialist – Importation & Intercompany Purchases

Position Overview:

We are seeking a detail-oriented and experienced Procurement Specialist responsible for handling all importations across multiple companies. This position will include managing intercompany purchases related to importation, communicating with foreign suppliers, preparing purchase orders, and ensuring timely delivery of orders to clients. The successful candidate will ensure that all procurement processes run smoothly, meet company standards, and contribute to operational efficiency.

Key Responsibilities:

1. Importation Management:

   • Oversee the importation process for all companies, ensuring compliance with relevant regulations and standards.
   • Coordinate the shipment and delivery of goods, ensuring that all importations are received on time and in accordance with agreed terms.
   • Work closely with logistics teams to ensure smooth customs clearance and timely delivery of imported goods.

2. Intercompany Purchases:

   • Manage all intercompany purchase orders related to importation and ensure proper documentation is maintained.
   • Monitor intercompany transactions to ensure that orders are fulfilled in a timely and accurate manner.
   • Ensure proper allocation of costs related to intercompany purchases.

3. Supplier Communication and Coordination:

   • Establish and maintain strong relationships with foreign suppliers to ensure smooth communication and effective negotiations.
   • Collaborate with suppliers to confirm product availability, pricing, and shipping schedules.
   • Address any supplier-related issues and resolve discrepancies promptly to avoid delays in orders.

4. Purchase Order Preparation:

   • Prepare and issue purchase orders for imported goods, ensuring that all orders meet the company’s requirements and specifications.
   • Coordinate with internal departments to gather information needed for accurate purchase orders (e.g., product specifications, quantities, and delivery timelines).
   • Track and monitor purchase orders to ensure that all products are delivered as per the terms and within budget.

5. Order Tracking and Client Coordination:

   • Track the status of orders and shipments to ensure timely delivery and fulfillment of client needs.
   • Communicate with internal teams to update on the status of importations and deliveries.
   • Ensure that clients receive their orders in a timely manner, addressing any potential delays or issues proactively.

6. Documentation and Record-Keeping:

   • Maintain accurate records of all purchase orders, importation documentation, and intercompany purchase transactions.
   • Ensure all procurement activities are documented properly and comply with company policies and regulations.
   • Maintain up-to-date records of supplier contracts and agreements.

7. Cost Management and Budgeting:

   • Monitor and manage procurement costs, ensuring that importation and intercompany purchases stay within budget.
   • Assist in forecasting and budgeting for importation-related expenses, making recommendations for cost savings or more efficient sourcing options.

8. Compliance and Reporting:

   • Ensure compliance with importation laws and company policies related to procurement and supply chain processes.
   • Prepare regular reports on importation activities, supplier performance, and procurement costs.
   • Assist in audits related to procurement and importation activities.

Required Skills and Qualifications:

• Bachelor’s degree in Business, Supply Chain Management, Logistics, or a related field.
• Proven experience in procurement, logistics, or supply chain management, particularly in handling importation and intercompany transactions.
• Familiarity with international shipping, customs regulations, and importation procedures.
• Strong communication skills to interact effectively with foreign suppliers, internal teams, and clients.
• Experience with procurement software and systems (e.g., ERP, SAP).
• Strong negotiation skills and the ability to resolve conflicts or issues with suppliers.
• Excellent organizational skills with the ability to manage multiple priorities and meet deadlines.
• Ability to manage budgets and ensure cost-effective procurement strategies.

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