Procurement Specialist

MAJOR FUNCTIONS: The Procurement Specialist is responsible for all food sourcing and negotiating, vendor contracts, inventory control, reconciling all invoices and accounts. This role ensures cost-effective purchasing, maintains supplier relationships, and supports operational efficiency while adhering to company policies and compliance standards. ESSENTIAL FUNCTIONS: Responsible for purchasing all orders from food banks, vendors and distributors. Negotiate pricing, contracts, and terms with vendors. Monitor inventory and coordinate with internal teams to forecast needs. Works with Finance Director and Director of Warehouse Operations on all food related invoices and billing reconciliations. Maintains database in (PantrySoft) and Excel, of all food purchases along with fluctuating pricing and provides monthly reporting on items and categories. Create and manage monthly agency-wide reporting to Community Food Bank, the United States Department of Agriculture, and other food assistance programs as required. Tracks total cost of goods and poundage received monthly. Maintains accurate inventory in both warehouses to ensure no interruption of service at pantry sites. Ability to forecast organizational needs for holiday seasons and company growth. Maintain accurate records of purchase orders, pricing, and inventory levels for all sites. Organize bulk purchases. Assess the dollar amount of food collected at special drives. Identify new business opportunities and select suppliers based on quality, cost, and delivery performance. Issue purchase orders and track order status to ensure timely delivery. On site to receive all deliveries in conjunction with warehouse personnel. Resolve discrepancies related to invoices, shipments, or quality issues. Analyze market trends and supplier performance to optimize sourcing strategies. Develop and maintain strong vendor relationships in coordination with Director of Warehouse Operations. Support cost-saving initiatives and process improvements. REQUIRED EDUCATION & EXPERIENCE: Bachelor's degree in business administration, supply chain management, supermarket industry experience or related field (preferred) 2-5+ years of purchasing, procurement, or supply chain experience Strong negotiation and communication skills Expertise in inventory management systems and Microsoft Office (especially Excel) Knowledge of procurement processes, contract management, and vendor relations Strong analytical and problem-solving abilities Detail-oriented with strong organizational skills PREFERRED EXPERIENCE: Experience with inventory management systems Ability to manage multiple priorities in a fast-paced environment Familiarity with cost analysis and budgeting PHYSICAL DEMANDS AND WORK ENVIRONMENT: Office-based with occasional interaction with suppliers and warehouse/operations teams May require periodic travel for vendor meetings or site visits Must be available to attend all CFA events. MLK Day of Service, Run Walk, 9/11, Annual Fundraiser and other events as required