Buyer I - Procurement

Job Summary

The Buyer I supports the procurement of routine goods and services by processing purchase requisitions, issuing purchase orders, and ensuring compliance with applicable laws, regulations, and institutional policies. This entry-level role provides front-line procurement support and customer service while maintaining accuracy and timeliness in purchasing operations.

Responsibilities

• Troubleshoot ordering errors and reprocess appropriately.
• Coordinate with vendors to confirm purchase order receipt, clarify order details, and ensure timely delivery.
• Identify and resolve 2-way/3-way match exceptions involving invoices, purchase orders, and receipts.
• Add relevant comments to purchase orders and flag anomalies for review or escalation.
• Communicate with vendors and internal stakeholders to ensure timely order placement, delivery, and issue resolution.
• Support the institution’s Historically Underutilized Business (HUB) purchasing efforts in alignment with program goals.
• Maintain compliance with all applicable UTMB, state, and federal procurement regulations and policies.
• Perform accurate data entry and maintain organized purchasing records and documentation.
• Provide general information and guidance to customers and vendors regarding purchasing procedures and policies.
• Perform administrative support tasks, including answering calls, filing, copying, and maintaining backup documentation.
• Adhere to internal controls and follow established reporting structures.
• Review and process purchase requisitions for routine goods and services, ensuring accuracy and compliance with procurement policies.
• Issue purchase orders using the institution’s online procurement system in accordance with applicable laws, rules, and procedures.
• Manage vendor returns as needed.
• Perform related duties as required.

Requirements

Minimum Qualifications: High School Diploma and two (2) years of work experience in an office environment. Preferred Qualifications: Experience in procurement, finance, or administrative support.

Skills

• Basic understanding of procurement and accounting principles.
• Proficiency in Microsoft Office (Word, Excel, Outlook); ability to work with databases and spreadsheets.
• Capacity to troubleshoot order discrepancies, resolve supplier issues, and handle unexpected procurement challenges effectively.
• Ability to manage multiple orders and tasks efficiently, prioritize workload, and meet deadlines consistently.
• Clear verbal and written communication to collaborate with vendors, internal stakeholders, and team members, ensuring mutual understanding and timely resolution of issues.
• Attention to detail with strong proofreading skills.
• Problem-solving abilities and sound judgment in resolving basic issues.
• Professional telephone etiquette and customer service mindset.

Work Schedule and Location

Partial Remote, onsite a minimum of two days a week. Monday through Friday, 8 am to 5 pm, and as needed on occasion. Primary Location: United States-Texas-Webster, Work Locations: 0948 -Webster (Clear Lake Ctr).