Synergy Associates

Synergy Associates is seeking an experienced, highly organized, and results-driven Procurement Specialist to support the company’s technology hardware procurement and supply chain operations.

The Procurement Specialist is responsible for sourcing and purchasing IT hardware and related products, developing and maintaining strong supplier relationships, negotiating competitive pricing and terms, managing purchase orders, and helping ensure products are available to meet customer and business requirements.

This position requires strong knowledge of procurement practices, excellent negotiation and analytical skills, attention to detail, and the ability to operate effectively in a fast-paced technology distribution environment. The Procurement Specialist will work closely with Sales, Operations, Accounting, and company leadership to balance product availability, cost, inventory levels, supplier performance, and customer requirements.

Essential Duties and ResponsibilitiesProcurement & Purchasing

• Assist in procurement of IT hardware, components, systems, and related products based on customer demand, sales opportunities, inventory requirements, and company objectives.
• Source products from approved manufacturers, distributors, suppliers, and other authorized supply channels.
• Obtain and evaluate supplier quotations based on price, availability, lead time, product condition, warranty, payment terms, freight, and other relevant factors.
• Negotiate pricing, purchasing terms, freight arrangements, and other commercial terms to improve company margins and purchasing performance.
• Prepare, issue, and manage purchase orders accurately and efficiently.
• Monitor open purchase orders and work with suppliers to ensure timely delivery.
• Identify and resolve purchasing issues, including product shortages, shipment delays, pricing discrepancies, incorrect products, and supplier performance concerns.
• Coordinate expedited purchases when necessary to meet customer or operational requirements.
• Maintain accurate procurement records and supporting documentation.

Supplier Management

• Develop and maintain productive relationships with manufacturers, distributors, suppliers, and other business partners.
• Identify and evaluate new suppliers and potential sources of supply.
• Monitor supplier pricing, availability, reliability, lead times, service levels, and overall performance.
• Negotiate with suppliers to obtain favorable pricing, payment terms, shipping terms, and purchasing conditions.
• Work proactively with suppliers to identify product availability and purchasing opportunities.
• Escalate significant supplier or procurement issues to management when appropriate.

Technology Hardware & Product Knowledge

• Maintain a strong working knowledge of enterprise IT hardware and related technology products.
• Understand manufacturer part numbers, product configurations, compatibility requirements, warranties, and product lifecycle considerations.
• Assist Sales and Operations with product availability, sourcing options, lead times, substitutions, and alternative product recommendations.
• Research products and specifications to help ensure that purchased products meet customer requirements.
• Monitor manufacturer announcements, product transitions, end-of-life notices, supply constraints, and other developments that may affect procurement.

Cost & Margin Management

• Consistently seek opportunities to reduce acquisition costs and improve gross margin.
• Compare multiple sourcing alternatives and make purchasing recommendations based on total cost and business value rather than purchase price alone.
• Evaluate freight, payment terms, lead times, availability, and other factors that affect the total cost of a transaction.
• Identify strategic purchasing opportunities that may provide Synergy Associates with a competitive advantage.
• Communicate significant pricing changes, shortages, or market conditions to Sales and management.

Inventory & Demand Coordination

• Work closely with Sales and Operations to understand current and anticipated product demand.
• Support inventory planning and replenishment activities.
• Help maintain appropriate inventory levels while minimizing excess, obsolete, or slow-moving inventory.
• Review existing inventory before making purchasing decisions when appropriate.
• Assist in identifying opportunities to utilize existing inventory to fulfill customer requirements.
• Monitor product availability and market conditions that could affect future inventory requirements.

Order & Transaction Management

• Verify purchase order information, including manufacturer part numbers, quantities, pricing, shipping instructions, and supplier terms.
• Track orders from placement through delivery and communicate material changes or delays to appropriate internal personnel.
• Work with Accounting to resolve invoice, pricing, credit, and payment discrepancies.
• Coordinate with Operations regarding inbound shipments, receiving issues, product discrepancies, and returns.
• Assist with supplier return authorizations, damaged products, incorrect shipments, and other purchasing-related claims.

Cross-Functional Support

• Partner closely with Sales to support customer opportunities and obtain competitive product pricing and availability.
• Communicate clearly regarding product costs, availability, lead times, and purchasing risks.
• Work with Operations and Accounting to ensure efficient order processing and accurate transaction records.
• Provide management with information regarding purchasing trends, supplier performance, market conditions, and potential supply risks.
• Participate in process improvements designed to increase purchasing efficiency, accuracy, profitability, and customer satisfaction.

Qualifications

The successful candidate should possess:

• 1-2 years of procurement, purchasing, sourcing, supply chain, or related experience; experience in IT hardware distribution is strongly preferred.
• Demonstrated experience negotiating with suppliers and managing vendor relationships.
• Strong understanding of purchasing, sourcing, inventory, and supply chain principles.
• Experience purchasing technology hardware or working within the IT distribution, reseller, VAR, or technology industry is preferred.
• Strong analytical and problem-solving abilities.
• Excellent negotiation and communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities and purchase requirements simultaneously.
• Ability to work effectively in a fast-paced, deadline-driven environment.
• Strong organizational and follow-through skills.
• Ability to work independently while collaborating effectively with Sales, Operations, Accounting, and management.
• Proficiency with Microsoft Excel, Outlook, and other business software.
• Experience with ERP, inventory management, purchasing, or order-management systems is preferred.

Education

• Bachelor’s degree in Business, Supply Chain Management, Operations, Finance, or a related field is preferred.
• Relevant professional experience may be considered in place of formal education.
• Procurement or supply chain certifications are a plus but are not required.

Key Competencies

The Procurement Specialist should demonstrate:

• Negotiation: Ability to secure competitive pricing and favorable purchasing terms.
• Commercial Awareness: Understanding of how procurement decisions affect gross margin, inventory, cash flow, and customer satisfaction.
• Product Knowledge: Ability to understand IT hardware products, configurations, part numbers, and sourcing requirements.
• Analytical Thinking: Ability to evaluate pricing, suppliers, inventory, availability, and purchasing alternatives.
• Sense of Urgency: Ability to respond quickly to time-sensitive customer and sales requirements.
• Accuracy: Strong attention to part numbers, pricing, quantities, terms, and transaction details.
• Supplier Relationship Management: Ability to establish productive, professional relationships with key suppliers.
• Communication: Ability to communicate purchasing information clearly and effectively across departments.
• Problem Solving: Ability to identify and resolve supply, pricing, availability, and order-related issues.
  

Performance Expectations

Success in this position will be measured by factors including:

• Competitive product acquisition costs.
• Purchase order accuracy.
• Responsiveness to Sales and customer requirements.
• Effective management of purchasing priorities and open orders.
• Reduction of avoidable purchasing errors and discrepancies.
• Contribution to inventory efficiency and reduction of excess or obsolete inventory.
• Identification of new sourcing opportunities and cost savings.
• Effective collaboration with Sales, Operations, Accounting, and management.

Salary Annual Base: $65,000

EQUAL EMPLOYMENT OPPORTUNITY

Synergy Associates is an equal opportunity employer. Employment decisions are based on qualifications, merit, business needs, and other job-related factors without unlawful discrimination based on any status protected by applicable federal, state, or local law.

Synergy Associates reserves the right to modify, add, or remove duties and responsibilities from this job description as business needs change. This job description is intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities, duties, or qualifications associated with the position.