Procurement Specialist

About the role

The Procurement Specialist (PS) secures a reliable, compliant and cost-effective supply of materials and services for Instant Systems' single-use medical and bioprocessing products. The role owns purchasing for assigned categories, from sourcing and negotiation to purchase orders, delivery and supplier performance. Because incoming materials become part of regulated medical products, the role works closely with Quality to keep every supplier approved, controlled and audit-ready.

Responsibilities

• Buy direct materials (films, resins, tubing, connectors, filters, molded parts, packaging) and indirect items and services (sterilization, lab testing, MRO, capital equipment) for assigned categories.
• Convert MRP requirements and purchase requisitions into accurate, timely purchase orders in the ERP system.
• Run RFQs and RFPs, compare bids on total cost of ownership, and recommend supplier awards.
• Expedite late orders, manage delivery schedules and resolve shortages with Planning and Production.
• Resolve invoice, pricing and receiving discrepancies with Accounts Payable and suppliers.
• Onboard new suppliers through the Approved Supplier List (ASL) process with Quality, per ISO 13485:2016 Clause 7.4 and FDA 21 CFR Part 820 purchasing controls.
• Collect and maintain supplier documents: quality certificates (e.g., ISO 13485, ISO 9001), questionnaires, quality agreements, certificates of analysis/conformance, and material compliance statements.
• Classify suppliers by risk and support supplier audits and requalification.
• Track supplier scorecards (on-time delivery, quality, responsiveness) and lead quarterly business reviews with key suppliers.
• Issue and follow up Supplier Corrective Action Requests (SCARs) with Quality for nonconforming material.
• Ensure purchase orders reference the correct drawing, specification revision and quality requirements.
• Manage supplier change notifications (e.g., resin grade, film formulation, site or process changes) and route them through change control with Quality and R&D before acceptance.
• Gather material compliance documents for customers and regulatory files: USP / Class VI, ISO 10993, TSE/BSE and animal-origin-free statements