Internal Purchasing Specialist

This is a fully remote position, open to applicants in United States.

📋 Description

• Manage the complete internal purchasing process from start to finish: intake, define specifications, source, purchase, monitor delivery, and finalize.

• Address each request within one business day and expedite standard purchases for same-day processing.

• Prioritize urgent needs for R&D and customer proof-of-concept projects.

• Keep requesters informed about status updates, estimated time of arrivals (ETAs), and any substitutions.

• Identify vendors based on pricing, lead times, and quality, while gathering quotes for larger purchases.

• Establish and maintain vendor information in Ramp, including W-9 forms, payment terms, and vendor ownership details.

• Develop a list of preferred vendors and negotiate pricing or agreements with high-volume suppliers.

• Issue purchase orders, verify receipt, and serve as the primary contact for vendors as well as the initial reviewer of invoices.

• Uphold purchasing policies and approval limits, directing exceptions to budget owners.

• Assign the correct GL account, department, and project tags to purchases.

• Notify the Accounting Manager regarding fixed-asset purchases for proper capitalization and tagging.

• Maintain audit-ready documentation linking approvals, quotes, receipts, and invoices to each purchase order.

• Facilitate the transition from open Ramp card expenditure to centralized purchasing, including communication, training, and change management initiatives.

• Provide monthly reports detailing spending by department, category, vendor, in addition to cycle times and pending requests.

• Transform recurring purchases into standing orders, catalogs, or blanket purchase orders.

• Create AI-assisted workflows and agents to streamline manual purchasing tasks.

• Report directly to the Accounting Manager and collaborate with various teams within the organization.

⛳️ Requirements

• Minimum of 3 years of experience in purchasing, procurement, or operations focused on purchasing.

• Preferably have experience in a hardware, robotics, or manufacturing environment.

• Hands-on experience with spend management platforms such as Ramp, Brex, Coupa, or similar systems.

• Familiarity with purchase order-based procurement processes.

• Understanding of GL coding, capital expenditures vs. operational expenditures, accruals, and the three-way match process.

• Competence in creating AI agents for intake processes, vendor comparisons, purchase orders, invoice matching, and status updates.

• Ability to document workflows for others to follow.

• Quick and responsive service orientation with the capability to manage multiple small requests simultaneously.

• Strong judgment in determining when to adhere to policy and when to escalate issues.

• Experience in establishing a purchasing function or implementing a new spending policy is a plus.

• Familiarity with audit-ready controls and fixed-asset tracking is desirable.

• Must possess authorization to work in the U.S. without requiring visa sponsorship or transfer, now or in the future.

🏝️ Benefits

• Employee Stock Options available for all full-time employees.

• Paid time off.

• Medical insurance coverage.

• Dental insurance coverage.

• Vision insurance coverage.

• Life insurance protection.

• Disability insurance coverage.

• 401(k) retirement plan.