Procurement and Communications Specialist

• Process purchasing requests through Jira and other intake channels, including PO coordination, approvals, order placement, status tracking, receipt matching, documentation, and issue resolution.
• Manage the Digital Purchasing Card, reconcile monthly statements, code expenses, analyze spend activity, resolve discrepancies, and maintain records for reporting, audit, and budget review.
• Source and purchase hardware, software, small parts, components, and supplies through approved vendors while ensuring compliance with purchasing policies, spending limits, documentation requirements, and budget coding expectations.
• Use AI-enabled tools responsibly to organize procurement information, summarize activity, identify patterns, improve reporting consistency, and support review of procurement records.
• Coordinate Digital vendor interactions, including quotes, orders, renewals, service issues, negotiations, relationship management, and contract calendar maintenance.
• Track Digital budget activity, vendor obligations, planned and projected spending, recurring commitments, renewals, and risks requiring leadership attention.
• Analyze spend trends, identify variances and budget risks, and prepare dashboards, budget views, reports, and visuals that support Digital leadership decision-making.
• Partner with Finance and Accounts Payable on POs, invoice coding, payment cycles, budget reconciliation, forecasts, remaining budget, and payment status.
• Prepare monthly Verizon and AT&T phone plan allocation spreadsheets, download invoices, update cost spreadsheets, process upgrades, coordinate replacement phones, manage warranty processing, and submit documentation for payment.
• Work with Digital Team Leads on annual budget requests, quarterly and yearly forecasting, multi-year agreement tracking, renewal planning, contract obligations, funding requirements, and cost-saving opportunities.
• Help develop, document, maintain, and refine Digital communications standards for tone, style, formatting, quality, branding, and messaging consistency across the firm.
• Draft, edit, and refine internal platform posts and related Digital messaging as needed, including summarizing technical information into clear, user-friendly language.
• Use AI-enabled tools responsibly to create and refine standards, messaging, summaries, and drafts while ensuring accuracy, confidentiality, appropriate tone, and human review.
• Serve as liaison between Digital, Finance, Accounts Payable, vendors, firm leadership, Service Desk, Cybersecurity, technical service owners, and internal requestors on procurement, budget, invoice, forecasting, reporting, and messaging needs.
• Maintain organized records for receipts, invoices, purchase orders, contracts, reconciliations, budget reports, communications guidance, and supporting analysis.
• Produce regular reports on procurement activity, budget status, spend trends, renewal obligations, forecast changes, variance risks, and relevant communications metrics.
• Identify opportunities to streamline workflows, improve budget visibility, reduce cycle times, strengthen reporting accuracy, improve requestor experience, and refine communications standards.

Key Working Relationships:

• Digital Leadership: Provides procurement status, budget reports, spend analysis, renewal visibility, variance updates, dashboard support, forecasting input, and communications for review
• Finance & Accounts Payable: Partners on invoice processing, PO creation, budget reconciliation, payment cycles, coding accuracy, spend visibility, reporting, and forecast alignment.
• Asset & Licensing Specialist, Service Desk, Technical Teams, Vendors, and Requestors: Coordinates asset and licensing alignment, service messaging, quotes, orders, renewals, issue resolution, status updates, budget considerations, and vendor obligations.

Success Measures: 

• Procurement, Invoice, and Vendor Performance: Requests, orders, invoices, discrepancies, renewals, and vendor issues are handled accurately, promptly, and with clear status visibility.
• Budget Accuracy, Forecasting, and Analysis: Budget tracking is current; planned and projected spending, renewals, contracts, and vendor obligations are visible; variances, trends, risks, and forecast changes are clearly analyzed.
• AI-Enabled Reporting Quality: AI-enabled tools are used responsibly to improve analytics efficiency, budget visuals, spend trend identification, variance summaries, dashboards, and recurring reports.
• Communications and Stakeholder Satisfaction: Digital communications are clear, professional, consistent, and on-brand; stakeholders report positive experiences with procurement support, budget visibility, analytics outputs, and communications support.