Procurement & Purchasing Specialist

About the Company

Diamond National Realty is seeking an experienced Procurement & Purchasing Specialist to manage the procurement of goods and services across our multifamily property portfolio, including landscaping, pool service, cleaning, flooring, maintenance materials, and similar vendor categories. This is a new position within the organization, and it will own the full purchasing cycle, from spend analysis and vendor sourcing through contract negotiation, PO issuance, and ongoing vendor evaluation.

About the Role

The ideal candidate brings around three years of purchasing or procurement experience and strong negotiation skills, particularly on multi-property contracts. This individual is analytical, cost-conscious, and highly organized, and will play a key role in building stronger procurement strategies that reduce cost per property while maintaining quality and service standards across the portfolio.

Responsibilities

Spend Analysis & Procurement Strategy

• Analyze spending by category (cleaning, flooring, maintenance, landscaping, supplies, etc.) across all properties to identify cost trends, budget variances, and savings opportunities.
• Identify opportunities to consolidate or standardize vendors across properties to gain volume pricing and reduce administrative overhead.
• Stay informed on market pricing trends for key categories to support negotiation leverage and budgeting accuracy.
• Report regularly to management on spend by category, cost savings achieved, vendor performance, and contract renewal timelines.

Vendor Sourcing & Negotiation

• Source, vet, and onboard new vendors for goods and services, evaluating pricing, quality, capacity, insurance and licensing compliance, and reliability.
• Negotiate contracts and pricing agreements with vendors, including portfolio-wide contracts covering multiple properties, to secure the best total value for the company.
• Conduct periodic vendor reviews and re-bid processes to ensure pricing remains competitive and service levels are maintained.

Purchasing & Order Management

• Prepare, issue, and track purchase orders (POs) for approved goods and services, ensuring accuracy of pricing, quantities, and delivery terms.
• Coordinate with Property Managers and on-site staff to confirm purchasing needs, timelines, and service specifications before placing orders or awarding contracts.
• Maintain organized records of vendor contracts, pricing agreements, POs, and spend data in the company’s procurement system or tracking tools.

Vendor Performance Management

• Monitor vendor performance on an ongoing basis, including pricing consistency, quality, timeliness, and responsiveness, and maintain vendor scorecards or ratings.
• Resolve vendor issues such as invoice discrepancies, service quality complaints, delivery delays, or contract non-compliance.
• Replace underperforming vendors as needed to protect service standards across the portfolio.

Qualifications

• Around 3 years of experience in purchasing or procurement, preferably in property management, real estate, or facility services.
• Proven negotiation skills, with experience securing favorable pricing and terms, particularly on multi-property or volume contracts.
• Strong analytical skills, with the ability to break down and interpret spend data by category and property to spot trends and savings opportunities.
• Vendor management experience, building productive relationships while holding vendors accountable to price, quality, and service commitments.
• Strong attention to detail in PO preparation, contract terms, and pricing verification.
• Organization and process discipline to manage multiple vendor relationships, contracts, and purchase cycles across many properties simultaneously.
• Cost-conscious mindset, consistently looking for ways to reduce spend without compromising quality or the resident experience.
• Excellent communication skills, with the ability to coordinate with Property Managers, on-site staff, and vendors, and to report clearly to leadership.
• Problem-solving skills to resolve vendor and service issues efficiently, minimizing disruption to property operations.
• Proficiency with procurement and PO systems, spreadsheets (Excel and/or Google Sheets), and vendor tracking tools.
• Integrity and professionalism in all vendor negotiations and relationships.
• Fluent in English, both written and verbal.
• Comfortable working remotely with US-based teams.

Required Skills

• Purchasing or procurement experience.
• Negotiation skills, particularly on multi-property or volume contracts.
• Analytical skills for spend data analysis.
• Vendor management and relationship-building skills.
• Attention to detail in PO preparation, contract terms, and pricing verification.
• Organizational and process management skills.
• Cost-conscious approach to spending.
• Communication skills for coordination and reporting.
• Problem-solving skills for vendor and service issues.
• Proficiency with procurement and PO systems, spreadsheets (Excel and/or Google Sheets), and vendor tracking tools.
• Integrity and professionalism.
• Fluency in English, both written and verbal.
• Ability to work remotely with US-based teams.

Preferred Skills

• Experience in property management, real estate, or facility services.