Procurement Operations Specialist - Sales & Marketing

Role Overview

We are seeking a meticulous Procurement Operations Specialist focused on supporting Sales and Marketing teams, working remotely within Pacific Time. Preference is given to candidates near San Francisco or Seattle for occasional on-site requirements. This is a 12-month W2 contract position with potential for extension or permanent conversion. The pay rate ranges from $70 to $80 per hour, depending on experience. Occasional travel may be required.

Key Responsibilities

• Manage a large volume of purchase requests, performing initial reviews for accuracy and completeness.
• Communicate with requesters to resolve missing information and manage service level agreements to minimize delays.
• Monitor and expedite purchase requests by identifying and resolving bottlenecks.
• Coordinate contract routing processes and track their progress.
• Review purchase orders and maintain cleanliness of procurement systems.
• Escalate complex or new issues thoughtfully and proactively update stakeholders on status and potential obstacles.
• Provide routine procurement support and respond to inquiries using established guidelines.
• Assist Sales, Marketing, and various teams in understanding procurement workflows and processes.
• Facilitate training sessions and office hours to educate internal teams about purchasing protocols and best practices.
• Analyze frequently asked questions and issues to develop scalable solutions that reduce repetition.
• Maintain excellent internal customer service while adhering to financial and procurement controls.
• Support month-end closing activities, including reviewing stale or unbilled purchase orders and coordinating their resolution.
• Collect expense and accrual data from vendors and spend owners, working closely with Accounting and Finance teams.
• Analyze expense trends and identify data hygiene issues for Sales and Marketing vendor categories.
• Collaborate on operational improvements and develop comprehensive documentation such as SOPs, FAQs, decision trees, and playbooks.
• Continuously seek ways to streamline workflows and enhance the overall user experience for stakeholders.

Qualifications

• 3 to 5 years of relevant experience in procurement operations, accounts payable, finance, or related operational areas.
• Proven experience managing procurement workflows, intake processes, and maintaining process documentation.
• Comfortable handling high volumes of requests and complex operational workloads.
• Knowledge of financial controls, accrual accounting, and budget versus actual expense management.
• Preferred experience supporting Sales or Marketing procurement activities, vendors, or contracting processes.
• Hands-on experience with Zip procurement or a similar intake/orchestration platform is essential, with strong preference for Zip familiarity.
• Proficiency in Microsoft Excel and/or Google Sheets.
• Exceptional attention to detail, accuracy in data validation, and thorough problem resolution skills.
• Strong analytical skills to identify underlying problems and determine root causes.
• Effective written and verbal communication abilities, with the capacity to explain complex procurement concepts to non-technical personnel.
• Excellent stakeholder management and internal customer service mindset.
• Experience in driving process improvements and preparing operational documentation.
• Ability to work autonomously, manage priorities independently, and escalate issues appropriately.
• Flexible and adaptable in a fast-paced, evolving work environment.

Additional Preferences

• Familiarity with Zip, Slack, and Ironclad applications.
• Experience in contract lifecycle management, specifically using Ironclad.
• Background in month-end close activities, accrual accounting, and vendor reconciliation.
• Previous involvement with Sales and Marketing procurement operations.
• Skill in documenting complex processes tailored to non-technical audiences.

Candidate Attributes

Success in this position requires curiosity, the ability to grasp the reasons behind procedures, quick learning of complex systems, and owning tasks with minimal oversight. The ideal candidate enjoys resolving challenges and improving workflows, knows when to investigate problems further, when to ask questions, and when escalation is warranted.

Location and Travel

Candidates close to San Francisco or Seattle are highly encouraged to apply due to occasional onsite requirements.

Employee Benefits

Eligible employees can access comprehensive healthcare options, including medical, dental, and vision plans; supplemental insurance such as accident, critical illness, and hospital indemnity coverage; 401(k) retirement savings plans; life and disability insurance; employee assistance and legal programs; auto, home, and pet insurance; plus discounts with preferred vendors.

Equal Opportunity and Employment Policies

The employer is committed to equal employment opportunities without discrimination based on legally protected characteristics. It adheres to fair chance employment practices by considering applicants with criminal histories in accordance with applicable laws. Reasonable accommodations are provided for applicants and employees with disabilities. Local laws relevant to lactation accommodations in San Francisco apply as well.