Asset Management & Procurement Officer

SUMMARY

The Procurement and Asset Management Officer provides organization-wide leadership for procurement, purchasing systems, vendor and contract management, inventory control, and fixed-asset administration. The position establishes and maintains procurement policies, approval workflows, vendor standards, reporting requirements, and system controls designed to promote cost efficiency, accountability, compliance, and operational reliability. 

The position has primary responsibility for administering and continuously improving the organization’s procurement and purchase-order systems and works closely with executive leadership, Finance, Accounts Payable, Information Technology, Facilities, and department heads.

The Officer exercises organization-wide functional authority over procurement and asset-management processes within delegated limits established by the Executive Director and the organization’s Procurement Policy. The position supports compliance with the Board-approved budget but does not independently approve organizational budgets, transfer funds, authorize unbudgeted expenditures, or execute contracts unless specifically delegated by the Executive Director. Department heads remain responsible for departmental operations and budgets, subject to executive oversight.  This authority is exercised under the direction and oversight of the COO and does not supersede the authority of the Executive Director, CFO, executive team, or Board of Directors

ESSENTIAL DUTIES & RESPONSIBILITIES

Procurement and Strategic Sourcing

• Lead and administer centralized procurement across all departments.
• Develop, recommend, and enforce purchasing policies within delegated authority. 
• Review purchasing requests for compliance with policy, budget, specifications, and documentation requirements.
• Manage sourcing, bidding, vendor selection, contract negotiations, renewals, and supplier performance within delegated authority.
• Identify cost savings, cost avoidance, volume discounts, standardization opportunities, and purchasing efficiencies.
• Monitor spending by department, category, vendor, contract, and budget.
• Address noncompliant, emergency, duplicate, unauthorized, and off-contract purchases.

Procurement Systems and Process Improvement

• Administer and continuously improve the organization’s procurement and purchase-order systems, including workflow design, user access, system configuration, data integrity, reporting, documentation, training, procure-to-pay procedures, and coordination with Finance, Accounts Payable, Information Technology, and department users.

• Establish performance measures and continuously improve procurement processes and service delivery.
• Establish inventory standards, item classifications, reorder points, safety-stock levels, cycle counts, and stockroom procedures.
• Maintain accurate inventory records and investigate variances, shortages, excess stock, obsolete materials, and receiving discrepancies.
• Implement barcode or QR-code tracking where appropriate.
• Optimize purchasing schedules, order consolidation, product standardization, and inventory levels.

Fixed-Asset Management

• Maintain accurate records of assets from acquisition through assignment, transfer, maintenance, retirement, and disposal.
• Track equipment, technology, facilities assets, furnishings, and other organizational properties,
• Maintain information regarding asset location, custodian, condition, serial number, warranty, service history, and replacement needs.
• Coordinate asset inventories, reconciliations, transfers, secure disposal, and retirement with Finance, Information Technology, Facilities, and other departments.
• Support lifecycle planning, warranty management, preventive maintenance, and capital-replacement forecasting.

Executive Reporting and Planning

• Provide reports to the COO, CFO, and executive leadership regarding expenditures, savings, PO compliance, vendor performance, contract renewals, inventory accuracy, asset condition, and capital needs.
• Support annual budgeting and multi-year capital planning through analysis of asset age, condition, repair history, useful life, and total cost of ownership.
• Escalate procurement, vendor, compliance, inventory, or asset risks and recommend corrective action.
• Other Duties: Perform other related duties as assigned by the COO or Management

SUPERVISORY RESPONSIBILITIES

There are no supervisory responsibilities required in this position.

Qualifications

QUALIFICATIONS:

• Bachelor’s degree in procurement, supply chain, business, finance, operations, asset management, or a related field; equivalent experience may substitute.
• Five or more years of progressively responsible experience in procurement, purchasing, supply chain, contract management, asset management, facilities, or related operations.
• Demonstrated experience implementing or administering procurement, ERP, inventory, or asset-management systems.
• Experience managing or influencing at least $2 million in annual purchasing or operating expenditures.
• Experience with procurement policy, internal controls, contract negotiation, competitive bidding, vendor management, and spend analysis.
• Strong understanding of purchase orders, receiving controls, invoice matching, budget accountability, asset reconciliation, and segregation of duties.
• Excellent analytical, organizational, communication, negotiation, and problem-solving skills.
• Ability to work effectively with executives, department leaders, Finance, Accounts Payable, Information Technology, Facilities, vendors, and other stakeholders.
• Proficiency with Microsoft Office and the ability to learn and administer related business systems.

ACCESS TO PROTECTED HEALTH CARE INFORMATION

Routine access to patient protected health care information should be limited and only on a necessary basis. The employee must maintain confidentiality and comply with Sundown M Ranch privacy and security requirements if incidental access occurs.

REQUIREMENTS

An individual must be able to perform each essential duty satisfactorily. These requirements represent the knowledge, skill, and ability needed for the role. Reasonable accommodation may be provided for individuals with disabilities.

Language Skills

Ability to read and interpret purchase orders, quotes, contracts, invoices, specifications, policies, procedures, safety information, and vendor documentation; prepare routine reports and system records; and communicate effectively with vendors, staff, and Management.

Mathematical Skills

Ability to perform routine calculations involving quantities, unit pricing, discounts, shipping costs, inventory levels, reorder points, percentages, and cost comparisons.

Reasoning Ability

Ability to apply sound judgment when evaluating vendors, establishing asset and inventory workflows, prioritizing needs, identifying discrepancies, and resolving supply or inventory problems.

OTHER SKILLS AND ABILITIES

Ability to use spreadsheets and purchasing, inventory, asset-management, ERP, CMMS, barcode/QR-code, or related systems; organize stockrooms and asset records; maintain accurate data; and build effective working relationships while following Sundown M Ranch policies.

Physical Demands: Regularly requires sitting, computer use, and verbal/written communication; walking through offices, stockrooms, and facility areas; standing, reaching, bending, stooping, and handling or moving supplies/equipment consistent with assigned duties. 

Work Environment: Work is performed in office, storage, receiving, maintenance, and other facility areas with varying activity and noise levels. The employee frequently interacts with staff, vendors, delivery personnel, and contractors while managing multiple priorities.