Procurement Specialist (Biotechnology) at PharmaEssentia in BEDFORD, MA

Job description

• The Procurement Specialist will be responsible for managing the end-to-end procurement lifecycle ensuring timely sourcing, purchasing, and vendor and contract management of goods and services that support research, development, and operational activities. This role ensures cost-effective purchasing while maintaining compliance with internal policies, quality standards, and regulatory requirements.

Responsibilities

• Procurement & Purchasing
• Process purchase requisitions and issue purchase orders for laboratory supplies, equipment, consumables, and services, including administrative supplies and services
• Source and evaluate vendors for scientific, technical, and operational needs
• Obtain and compare quotes to ensure best value, quality, and delivery timelines
• Track order status, deliveries, and resolve discrepancies or issues
• Invoice Submission and Validation Support by reviewing and reconciling invoices
• Vendor & Contract Management
• Manage and maintain relationships with approved vendors and suppliers
• Maintain accurate supplier records, certifications, and related documentation
• Lead supplier qualification, onboarding, and periodic re-evaluation in compliance with quality and regulatory standards
• Monitor supplier performance and escalate risks as needed
• Maintain accurate and complete contract records and related documentation
• Monitor contract expiration dates and proactively manage renewal timelines
• Ensure supplier compliance with contractual terms, pricing agreements, service-level agreements, company policies, and all agreed obligations, deliverables, milestones, and commercial commitments.
• Compliance & Documentation
• Ensure purchasing activities comply with company SOPs, requirements (as applicable), and financial controls
• Maintain accurate procurement records, supplier performance, contract list, documentation, and audit-ready files
• Support internal and external audits related to procurement activities
• Cost & Spend Management
• Analyze supplier quotations, pricing trends, and total cost of ownership
• Identify and execute cost-saving, cost-avoidance, and cost and service improvement opportunities
• Track procurement savings, provide procurement reports and prepare periodic spend reports
• Purchasing forecasts
• Collaboration & Support
• Partner with R&D, Finance, and Operations teams to forecast needs and align purchasing priorities
• Assist with inventory management and demand planning for critical materials
• Develop and maintain BPM and SAP Ariba system user manuals, standard operating procedures, and training materials; conduct periodic refresher training and system onboarding for new employees
• Identify system and process improvement opportunities and coordinate system enhancements to improve efficiency, accuracy, and user experience to optimize workflows and system functionality

Requirements

• Required
• Bachelor’s degree in Supply Chain, Business, Life Sciences, or related field (or equivalent experience)
• 2-5 years of procurement or purchasing experience, preferably in biotech, pharma, life sciences, or regulated industries
• Familiarity with laboratory supplies, scientific equipment, or research services
• Strong organizational, communication, and negotiation skills
• Prior experience/knowledge on ARIBA and SAP S4/HANA platform, Microsoft Office Suite
• Knowledge of supplier qualification and quality documentation
• Experience working in early-stage or fast-growing biotech companies
• Proficiency in Excel pivot tables, V-Lookup, etc.

Skills

Required

• Procurement
• Purchasing
• Vendor management
• Contract management
• Sourcing
• Negotiation
• SAP Ariba
• SAP S4/HANA
• Microsoft Office Suite
• Organizational skills
• Communication skills

Preferred

• Supplier qualification
• Quality documentation
• Excel pivot tables
• V-Lookup