Procurement Specialist

Job Title: Procurement Specialist

Status: Full-time, Mon – Friday, 9AM-5PM (hours may vary)

FLSA Classification: exempt

Job Location: Primarily LCS Main Office (Midtown Manhattan), travel to various SH and Shelter sites for training purposes

Will report to: Procurement/Operations Manager

Salary: $60,000 - $65,000 

Objective: The Procurement Specialist is responsible for optimizing the procurement of goods and services necessary for Cross Building and Supporting Houses. This role requires a detail-oriented individual committed to ensuring compliance with Lantern Community Services’ policies and procedures while maintaining strong vendor relationships.

At Lantern Community Services, we foster a supportive and dynamic work culture that prioritizes collaboration and professional development. Opportunities for training in procurement best practices are available to enhance your skills and career growth.

Essential Functions:

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

Key Responsibilities:

Procurement of Goods and Services

• Optimize the procurement processes for all goods and services.
• Ensure all procurement requests are necessary, approved, and compliant with organization policies.

Purchase Order (PO) Management

• Create and submit POs for authorization by the Finance/Procurement team.
• Follow up on PO authorizations to ensure timely processing.
• Maintain accurate records of all authorized POs and ensure all orders are placed correctly.

Vendor Coordination

• Coordinate with approved vendors to place and track orders efficiently.
• Address and resolve any vendor-related issues, such as delayed deliveries or quality concerns.

Order Monitoring and Follow-Up

• Follow up on all placed orders to ensure timely delivery.
• Confirm receipt of goods and verify accuracy against order details.
• Escalate discrepancies to the Finance/Procurement team for resolution.

Budget Compliance

• Ensure all orders adhere to the approved budget.
• Collaborate with the Finance/Procurement team to monitor spending and address any potential budget overruns or unexpected expenses.

Invoice and Payment Processing

• Collect and submit all vendor invoices for processing.
• Ensure program staff provide delivery confirmations or service receipts for accurate payment tracking.

Documentation and Reporting

• Maintain accurate records of procurement activities, including POs, invoices, and delivery confirmations.
• Provide regular updates on procurement activities to the Procurement team.

Policy Compliance and Communication

• Adhere to all procurement policies, including pre-approval requirements.
• Communicate procurement policies and procedures to site teams and address inquiries as needed.

Skills:

• Strong negotiation and communication skills.
• Exceptional attention to detail and problem-solving abilities.
• Ability to work collaboratively within a team environment.

Required Education and Experience:

• Associate degree from an accredited school is required.
• 3-5 years of experience in procurement or supply chain management.
• Familiarity with procurement software and best practices.
• Experience managing supply chain operations.
• Knowledge of preparing and reviewing contracts, invoicing, and negotiation terms. Proficient in Microsoft Office Suite (Word, Excel, Outlook, and Access).
• Multi-tasking and time-management skills, with the ability to prioritize tasks. Highly organized and detail oriented.
• Excellent analytical and problem-solving skills.

Preferred Qualifications: 

• Preferred bachelor’s degree in business administration, Supply Chain Management, or a related field from an accredited school.

Work Environment: Primarily LCS Main Office (Midtown Manhattan), travel to various SH and Shelter sites for training purposes

Physical Demands: While performing the duties of this job, the employee is regularly required to stand, walk, sit, stoop, climb stairs and/ or kneel. Occasionally the employee will have to lift and/or move up to 10 pounds. 

Note: 

Lantern Community Services provides equal employment opportunities to all employees and applicants for employment. Lantern Community Services (Lantern) values the diversity of all our clients, staff, Board of Directors, and partners.  By bringing diverse individuals and viewpoints together, we create more vibrant, healthy and just communities.  Lantern welcomes individuals of all backgrounds and experiences regardless of race, ethnicity, national origin, color, sex, sexual orientation, gender identity or expression, age, marital status, political belief, pregnancy, religion, immigration status, veteran status, class, creed, mental or physical disability, and any other characteristic protected by federal, state, and local law.