Supreme Integrated Technology - Procurement Coordinator

The Procurement Coordinator supports the sales and procurement process by handling RFQs, assisting with supplier evaluations, and tracking purchase orders to ensure timely delivery of materials. This position collaborates with internal teams to ensure compliance with project requirements and regulatory standards, including ITAR and NIST Cybersecurity. The role also involves helping with capturing order costs, contract documentation, coordinating with suppliers, and supporting quality control measures to maintain project timelines and performance.

Specific responsibilities and authorities may include:

 Sales and Customer Relations

• Support Sales Team quoting efforts.
• Participate in monthly sales forecasting.
• Customer communications within scope.

Fulfillment of Customer Requirements

• Participation in Contract Reviews.
• Capture and process customer order requirements in the ERP system.
• Ensure FAR and DFARS requirements are flowed down with supplier purchase order.
• Partner with the Quality Department to ensure that quality control measures are identified and integrated into procurement processes.
• Ensure all packaging, labeling, and shipping requirements are identified and meet contract specifications.
• Facilitate the onboarding of new customers and vendors, ensuring compliance with internal and regulatory standards.
• Manage Vendor RFQs, evaluating bids and negotiating terms to ensure competitive pricing and contract alignment.
• Ensure material and process acquisition are compliant to customer requirements.
• Monitoring and meeting objectives for cost, quality, and schedule.
• Communicate packaging, documentation, and shipping requirements to Suppliers and Logistics.
• Participation in the formal project close-out process.
• Execute purchase orders and track procurement activities to ensure timely fulfillment of project and contract requirements.
• Support adherence to ITAR regulations and compliance initiatives.
• Support compliance with required export controls.
• Support compliance with NIST cybersecurity standards to safeguard sensitive information.
• Ensure senior management approval of GENGOV Supplements and Terms and Conditions.
• Ensure provision of compliance documentation.
• Support compliance with military and defense procurement requirements.
• Facilitate the execution of subcontract agreements, ensuring terms are in line with procurement and project goals.
• Collaborate on military price audits to ensure accuracy and compliance with government pricing standards.

 Purchasing and Vendor Relations

• Lead the procurement process by managing RFQs (Request for Quotes), evaluating bids, and negotiating terms to ensure competitive pricing and contract alignment.
• Ensure suppliers are evaluated according to QMS Process and according to contract and regulatory requirements to maintain quality and compliance standards.
• Provide Vendor Advanced Payment schedules to Accounting and request advanced vendor payments.
• Execute purchase orders and track procurement activities to ensure timely fulfillment of project and contract requirements.
• Develop and maintain strong supplier relationships, ensuring timely delivery of materials and services while optimizing cost and performance.

Project Accounting

• Ensure capture of job costs for material, expenses, burden, miscellaneous, freight and labor.
• Create and issue customer Milestone Billing (Deposit Invoices).
• Invoice sales orders (non-revenue recognition).
• Perform collection activities of customer past due invoices and bring awareness to management.
• Complete jobs in the ERP system.

Inventory Control

• Validate use of material bought to job after completion, and address discrepancies.
• Maintain stock according to scope.

Other

• Approval and coding of invoices, point of contact for facility services, point of contact for manual POs and in the absence of a Client Services Representative, duties usually assigned to that position. 

• Support and participate in the organization’s continual improvement program to conform to ISO 9001 and understand the implications of not complying with the quality management system.
• Demonstrate leadership and commitment with respect to the quality management system by: taking accountability for the effectiveness of the quality management system.
• Ensuring that the quality policy and quality objectives are established for the quality management system and are compat