Procurement Operations Specialist - Sales & Marketing

About the role

The Procurement Operations Specialist supports Sales & Marketing at a leading AI technology company. The role involves managing high-volume purchase request intake, improving procurement processes, and supporting stakeholders.

Responsibilities

• Manage a high-volume purchase request intake queue and conduct first-pass reviews for completeness and accuracy.
• Identify missing information, communicate with requesters, and manage Service Level Agreements (SLAs) to reduce processing delays.
• Monitor purchase requests throughout the workflow and proactively unblock stale or delayed requests.
• Cook up contract routing and track workflow status.
• Review purchase orders and support ongoing Purchase Order (PO) hygiene and system clean-up.
• Identify situations requiring escalation and thoughtfully flag new or complex scenarios.
• Provide proactive updates to stakeholders and surface potential blockers early.
• Respond to routine procurement questions using established processes and playbooks.
• Support Sales, Marketing, and other business stakeholders in navigating procurement workflows.
• Help facilitate office hours and procurement training sessions.
• Educate internal teams on purchasing processes, requirements, and best practices.
• Identify recurring questions or issues and develop scalable solutions to reduce repeat inquiries.
• Maintain a strong internal customer service mindset while balancing procurement and financial controls.
• Run monthly stale and unbilled PO reports and coordinate open PO reviews.
• Support PO closure and change order processes.
• Gather accrual and expense data from spend owners and vendors.
• Partner with Accounting, Accounts Payable, and Finance during month-end close.
• Support initial analysis of expense flux patterns and key drivers for select Sales and Marketing vendors.
• Identify vendor, requester, or category-level data hygiene issues requiring follow-up.
• Develop and maintain Standard Operating Procedures (SOPs), decision trees, FAQs, how-to guides, and procurement playbooks.
• Evaluate common workflow challenges and identify root causes.
• Recommend opportunities to improve Service Level Agreements (SLAs), process clarity, and operational efficiency.
• Continuously look for ways to simplify workflows and improve the stakeholder experience.

Requirements

• 3-5 years of experience in procurement operations, accounts payable, finance/accounting operations, or a related operational function.
• Hands-on experience managing procurement intake, purchasing workflows, and process documentation.
• Experience managing a high volume of requests or operational workflows.
• Understanding of financial controls, accruals, and budget-versus-actual concepts.
• Experience supporting Sales and/or Marketing spend, business processes, vendors, or contracting workflows is strongly preferred.
• Experience with Zip or another procurement intake/orchestration platform is required. Zip experience is strongly preferred.
• Strong Excel and/or Google Sheets skills.
• Exceptional attention to detail with a track record of catching errors, validating data, and following issues through resolution.
• Strong problem-solving skills with the ability to look beyond the immediate issue and identify root causes.
• Clear and thorough written and verbal communication skills.
• Ability to explain procurement processes to non-technical stakeholders.
• Strong stakeholder management and internal customer service skills.
• Experience improving processes and creating operational documentation.
• Ability to work independently, own tasks end-to-end, and escalate thoughtfully.
• Comfortable operating in a fast-paced, high-growth environment where priorities and processes may evolve.

Qualifications

• Experience with Zip, Slack, and Ironclad.
• Ironclad or contract lifecycle management experience.
• Previous month-end close, accrual, or vendor reconciliation experience.
• Experience supporting Sales and Marketing procurement operations.
• Experience documenting complex processes for non-technical audiences.

Skills

• Strong Excel and/or Google Sheets skills.
• Exceptional attention to detail.
• Strong problem-solving skills.
• Clear and thorough written and verbal communication skills.
• Ability to explain procurement processes to non-technical stakeholders.
• Strong stakeholder management and internal customer service skills.
• Experience improving processes and creating operational documentation.
• Ability to work independently, own tasks end-to-end, and escalate thoughtfully.

Benefits

Russell Tobin offers comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.

Pay

$70-$80/hour, based on experience.

Schedule

12-month W2 contract with potential for extension or conversion.