Procurement Assistant

KEY RESPONSIBILITIES

• Receive and coordinate material and equipment quote requests from electrical departments
• Initially manage quote requests through the Procurement Manager to establish consistent procurement procedures and approval processes.
• Distribute quote requests to approved vendors and suppliers in a timely and organized manner.
• Maintain clear records of quotations received and support the selection of the most competitive and appropriate supplier.
• Follow up with suppliers on outstanding quotations where required to maintain project and service timelines.

Vendor & Supplier Coordination

• Assist the Procurement Manager with establishing and maintaining vendor-list rules and Outlook processes to streamline incoming and outgoing quote requests.
• Act as a communication liaison between suppliers and CMS field technicians or employees placing material orders.
• Field supplier questions and direct technical or order-specific inquiries back to the appropriate technician or internal contact.

Purchase Order Administration

• Create and issue purchase orders through the Jonas system in accordance with established CMS procurement procedures.
• Ensure purchase orders accurately reflect approved quotations, quantities, pricing, suppliers, job information, and other required details.
• Issue purchase orders to selected suppliers once pricing and order requirements have been confirmed.
• Maintain appropriate supporting documentation for purchase orders and procurement transactions.

Material Delivery Coordination

• Coordinate material deliveries between suppliers, CMS project sites, service technicians, and other required locations.
• Confirm delivery details, including delivery dates, locations, site contacts, and any special instructions.
• Communicate delivery information to the appropriate internal team members.
• Assist with resolving delivery issues, delays, shortages, or discrepancies by coordinating with suppliers and CMS personnel.
• Reconcile and update line material PO's within Jonas

Material & Procurement Filing

• File and organize material quote requests and corresponding supplier quotations.
• Maintain documentation demonstrating quotation comparisons and supplier selection.
• Ensure purchase orders and supporting procurement records are appropriately filed and associated with the applicable request or project.
• Maintain an organized procurement trail from the initial quote request through quotation, supplier selection, purchase order issuance, and delivery.

Special Project Procurement & Research

• Conduct supplier and product research for specialized project materials, equipment, and non-standard items.
• Obtain information regarding pricing, product specifications, availability, and lead times.