No Experience Procurement Jobs in Rochester, NY (NOW HIRING)

Full-time | On-site | Rochester, New York

RES Exhibit Services creates brand experiences that inspire and perform. For over 30 years, we have helped clients bring strategy, design, engineering, fabrication, and execution together under one roof to create custom exhibits, branded environments, and event experiences for high-visibility moments.

Today, RES is entering its next chapter with refreshed leadership, a sharper brand direction, new client momentum, and a renewed focus on clarity, accountability, creativity, and measurable results. We are looking for people who want to help build what comes next.

Why This Role Matters Now

The Procurement Specialist brings structure and follow-through to the project planning process. This role connects material requirements, project budgets, vendor commitments, delivery dates, receiving records, and invoice documentation so teams can build with fewer surprises and Finance can process accurate, supported transactions.

This is an individual contributor role with no direct reports. The position works within established purchasing policies and delegated authority, makes informed recommendations, and escalates contracts, exceptions, and material risks to leadership.

We are looking for an experienced Procurement Specialist to source, purchase, track, receive, and document the materials and services required for custom exhibit projects and day-to-day operations. This role manages the transactional path from an approved requirement through competitive quoting, purchase order issuance, supplier acknowledgment, delivery, receipt, discrepancy resolution, and invoice support.

The ideal candidate is commercially aware, highly organized, comfortable working in an ERP environment, and persistent about closing gaps. This person will collaborate closely with Project Management, Estimating, Design Engineering, Production, Warehouse, Logistics, Finance, and suppliers to protect cost, quality, schedule, and client commitments.

Procurement and Purchase Order Execution

Review bills of materials, MRP outputs, project requirements, and internal requests; confirm specifications, quantities, required dates, project coding, and approvals before purchase.

Source materials, hardware, components, packaging, capital items, maintenance and operating supplies, and approved outside services from qualified vendors.

Obtain and analyze competitive quotes based on total value, including price, quality, availability, lead time, freight, payment terms, and schedule risk; document recommendations for approval.

Create and revise accurate purchase orders in Syteline, including complete scope, quantities, pricing, delivery dates, terms, ship-to information, and project or cost-center coding.

Transmit purchase orders and approved changes to suppliers, obtain written acknowledgments, and maintain complete supporting documentation.

Ensure vendor commitments are supported by an authorized purchase order and escalate requests that fall outside established policy or delegated authority.

Negotiate pricing, delivery dates, and commercial terms within delegated authority; route contracts, nonstandard terms, and significant exceptions for approval.

Track open purchase orders, backorders, acknowledgments, and delivery commitments; proactively communicate risks that may affect project cost or production schedules.

Coordinate inbound requirements with Logistics, Warehouse, Project Management, and Production to reduce unnecessary expediting, premium freight, and handling costs.

Support supplier qualification and performance tracking by maintaining accurate information on cost, quality, responsiveness, and on-time delivery.

Maintain awareness of market conditions, material availability, and pricing trends; identify practical alternatives when cost, lead time, or supply risk changes.

Receiving, Returns, and System Accuracy

Process verified receipts in Syteline each business day and investigate quantity, pricing, damage, or documentation discrepancies within 24 hours.

Obtain return material authorizations, coordinate vendor returns, record returns in Syteline, and follow through until replacement items or credit memos are received.

Maintain current vendor, item, lead-time, and pricing information and report discrepancies that could affect estimating, purchasing, inventory, or project margin.

Complete assigned DocuWare workflows and support timely three-way matching of purchase orders, packing slips or receiving records, and invoices.

Reconcile purchasing-card transactions weekly with complete receipts, approvals, and project or general-ledger coding.

Provide clear, regular updates on purchase status, late materials, cost changes, vendor issues, and actions required from internal teams.

Support established inventory, safety-stock, forecasting, and replenishment guidelines through accurate reporting and disciplined transaction entry.

Partner with Estimating, Engineering, Production, and Project Management to identify value-conscious material or sourcing alternatives without compromising quality or design intent.

Maintain purchasing resources, supplier information, and process documentation so information is current, usable, and easy to retrieve.

Recommend practical process improvements that increase visibility, reduce waste or rework, and strengthen cost and schedule control.

Support special projects and perform other related duties as assigned.

Associate's or bachelor's degree in supply chain, business, operations, or a related field preferred; relevant experience may be considered in place of a degree.

Three to five years of purchasing, procurement, or buyer experience in manufacturing, custom fabrication, construction, exhibits, or another deadline-driven project environment.

Experience using ERP/MRP systems for purchase orders, receiving, inventory, and reporting; Syteline experience is strongly preferred.

Intermediate to advanced Microsoft Excel skills and comfort working with Microsoft Office and electronic document workflows; DocuWare experience is a plus.

Working knowledge of exhibit construction, manufacturing materials, hardware, outside services, and freight is preferred.

Strong written and verbal communication, negotiation, analytical, and problem-solving skills.

Exceptional organization and attention to detail, with the ability to manage multiple projects, priorities, vendors, and deadlines at once.

Ability to compare options, understand cost drivers, identify risk, and make clear, supportable recommendations.

Dependable follow-through and comfort asking questions, resolving discrepancies, and escalating concerns early.

Ability to work collaboratively across office, production, warehouse, project, and finance teams.

Sound judgment, professionalism, confidentiality, and a high level of personal accountability.

Materials and outside services are ordered accurately and available by the required date, allowing projects to move into production with fewer surprises.

Purchase orders are complete, approved, and issued before commitments are made; acknowledgments, receipts, returns, credits, and supporting documents remain current.

Purchasing decisions balance cost, quality, lead time, freight, and project risk, with savings and significant variances documented clearly.

Supplier issues are identified early, communicated to the right teams, and followed through to resolution.

Project Management, Production, Warehouse, Logistics, and Finance have reliable visibility into purchasing status and next actions.

The role strengthens RES accountability by keeping purchasing information accurate, processes disciplined, and commitments visible from request through payment.

Work Environment and Physical Requirements

This is a full-time, on-site position based in Rochester, New York.

Prolonged periods of sitting at a desk and working at a computer are required.

The employee must be able to access and navigate office, warehouse, and production areas and lift or move up to 25 pounds at times.

Production areas may be loud. The employee must follow all applicable safety requirements and dress codes; hearing protection is available where appropriate.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This role offers meaningful work tied to real clients and high-visibility events; daily collaboration with project, engineering, production, warehouse, logistics, and finance teams; and the opportunity to improve how a growing experiential company buys, tracks, and delivers the materials behind Engineered Wonder.

RES Exhibit Services offers competitive compensation and performance-based incentives, along with comprehensive health, dental, and vision insurance, 401(k), and paid time off.