Procurement Request Specialist

Procurement Request Specialist - J50792

Role & responsibilities

Core Responsibilities & Case Management

Queue Evaluation: Conduct daily reviews (at least once per day) of the Salesforce Procurement Request queue to manage intake methods for sourcing assistance, vendor onboarding, and policy exceptions.

Case Management: Review incoming Salesforce cases, open request details, and determine request types such as Sourcing Requests or Vendor Vetting.

Project Ownership & Lifecycle Tracking: Accept and self-assign new cases to transition their status to "In Progress," and manually update cases to "Solved" once resolved.

Stakeholder Communication: Engage directly with requestors via Salesforce to request additional details or missing documentation, executing standard 2-day follow-up protocols before closing unresponsive tickets.

Queue Health & Routing: Identify and merge duplicate cases, manage reopened tickets, and route out-of-scope requests (e.g., Legal, SCON, Construction) to appropriate teams using standard scripts.

Duplicate & Re-opened Case Handling: Identify and merge duplicate requests within Salesforce for accurate reporting, and manage "Reopened" cases when requesters reply to closed tickets.

Ticket Routing: Redirect out-of-scope requests (such as SCON, Legal Support, Apex Analytix access, or Construction) to their respective support locations using established scripts.

In-Scope Filtering: Maintain geographic boundaries by filtering and routing regional requests, ensuring Latin America cases are correctly redirected to the LATAM team lead.

In-Scope Filtering: Maintain geographic boundaries by filtering and routing regional requests, ensuring Latin America cases are correctly redirected to the LATAM team lead.

Cross-Functional Escalation: Escalate high-value cases (greater than $50K) and complex, non-compliant, or unusual requests to the designated Procurement Team Lead or point of contact.

Compliance & Procurement Controls

Policy Enforcement: Validate procurement approval requests against company policies to ensure all departmental purchases treat capital responsibly and mitigate cross-functional risk.

Software Vetting: Enforce mandatory Business Case Approval processes for all new technology and software purchases; verify completed new software forms and confirm explicit CIO/executive approval regardless of contract dollar value.

Competitive Bid Validation: Review and validate competitive bid summaries for requests exceeding $50K (or $75K per policy guidelines) to ensure compliance with the "Three Bids and a Buy" toolkit.

Exception Review: Evaluate business-justified policy exceptions based on spend thresholds, ensuring proper authorization from Cost Center leaders ($50K$250K) or C-Suite executives (>$250K).

Entity & Risk Verification: Vet proposed vendors to ensure they are registered LLCs/companies rather than individual contractors, or redirect them to authorized staffing agencies. Flag requests involving the sharing of company data or system access, and ensuring InfoSec/Whistic review and approval.

Vendor Structure Verification: Vet proposed vendors to ensure compliance with corporate entity requirements, confirming individuals operate under an LLC/company structure or utilizing a staffing temp agency to mitigate risk.

Data Security Coordination: Flag requests involving the sharing of company data or system access, ensuring InfoSec/Whistic review forms are provided to the requestor.

Onboard Out-of-Policy Tracking: Identify and document non-compliant vendor activities, such as work completed prior to PO issuance or non-standard payment terms (deviating from standard Net 60).

Trade Compliance & Sanctions Screening: Enforce segregation of duties and adhere to international trade policies by checking vendor locations against prohibited/embargoed (red) and restricted (yellow) country lists, raising denied parties screening requests when necessary.

Reporting & Data Maintenance

Data Integrity & Formatting: Export weekly Salesforce run-rate reports, cleansing raw data, convert text fields to numbers, and clear out totals to maintain clean tracking data.

Master Sheet Maintenance: Update the global tracking sheet weekly, manually auditing fields for email dates, resolution categories, and risk flags to present to Procurement leadership weekly (or as needed).

Analytics & Dashboard Maintenance: Update data ranges, refresh pivot tables, and adjust filters across multiple summary charts (e.g., Cost Center Resolution dashboards) to provide accurate weekly procurement metrics.