Procurement Coordinator

Overview

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The Procurement Coordinator (Fleet/Operations) supports the organization by being the liaison between Procurement and other business units. The coordinator is instrumental in supporting the division is opening new locations and closing existing ones.  This role is responsible for sourcing vendors, obtaining competitive quotes, processing purchase orders, maintaining pricing and contract records, and ensuring procurement compliance across departments The ideal candidate is detail-oriented, analytical, and able to manage multiple priorities while maintaining confidentiality of pricing, contracts, and internal data.

Responsibilities

Centralized Procurement (Primary Function)

• Maintain and update approved vendor lists, pricing files, and contract databases.
• Evaluate supplier performance and support vendor onboarding and qualification processes.
• Analyze pricing trends, spending patterns, and supply-chain risks to support purchasing decisions.
• Ensure procurement activities follow internal policies, budget guidelines, and compliance requirements.
• Work closely with internal departments to define requirements, specifications, and delivery timelines.
• Assist in negotiating pricing, terms, and service agreements.
• Assist in ordering IT related equipment

Procurement Administration & Compliance

• Maintain accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, and invoices.
• Monitor contract expirations and alert management of renewal needs or opportunities for re-bidding.
• Protect confidential cost data, supplier terms, and internal competitive analyses.
• Ensure consistent use of procurement processes and documentation across the organization.

Maintenance & Field Support

• The coordinator will be coordinating/ communicate vendor set-up and cancellation as part of the opening and closing of locations.
• Maintain accurate digital and physical procurement records, including quotes, purchasing approvals, contracts, and invoices.
• Support internal audits, budget reviews, and cost-control initiatives.
• Monitor contract expirations and alert management of renewal needs or opportunities for re-bidding.
• Protect confidential cost data, supplier terms, and internal competitive analyses.
• Ensure consistent use of procurement processes and documentation across the organization.
• Coordinate procurement for fleet-related items such as vehicles, parts, equipment, and contracted services.
• Assist with processing fleet vendor invoices, service orders, and contract renewals.
• Maintain records of fleet purchasing activity, warranties, registrations, and compliance documentation.
• Track and reconcile fleet-related spend within the procurement system.
• Coordinate procurement for fleet-related items such as vehicles, parts, equipment, and contracted services.
• Assist with processing fleet vendor invoices, service orders, and contract renewals.
• Assist in maintaining records of fleet purchasing activity, warranties, registrations, and compliance documentation.
• Assist in tracking and reconcile fleet-related spend within the procurement system.

Qualifications

Qualifications and Experience

• Two (2) to four (4) years of procurement, purchasing, supply-chain, or administrative experience (preferred).
• Strong analytical abilities, especially in reviewing quotes, cost structures, and vendor proposals.
• High attention to detail and accuracy in documentation and pricing review.
• Ability to maintain confidentiality of pricing, negotiations, and contracts.
• Strong understanding of competitive bidding and procurement best practices.
• Excellent communication skills when working with vendors and internal stakeholders.
• Proficiency in spreadsheets, procurement software, and ERP systems.

Skills / Competencies

• Procurement & Sourcing:Vendor selection, pricing negotiation, RFP/RFQ creation, contract management.
• Fleet Operations Knowledge:Vehicle lifecycle management, registrations, compliance, fuel programs, maintenance cycles.
• Data Analysis & Reporting:
• Ability to interpret fleet/expense data, create dashboards, track KPIs, and perform cost-benefit analysis.
• Inventory & Asset Management:
• Tracking assets, managing procurement cycles, overseeing deliveries, and maintaining records.
• Budgeting & Cost Control:
• Monitoring spend, optimizing acquisition costs, managing leases/maintenance expenses.
• Systems Proficiency:
• ERP systems (SAP, Oracle, NetSuite), fleet management systems (Geotab, Fleetio), Excel/Google Sheets at advanced level.
• Strong Communication:
• Clear vendor communication, internal coordination with finance/operations, and executive report writing.
• Negotiation & Relationship Management:
• Building long-term vendor relations, achieving favorable pricing and terms.
• Organizational Skills:
• Ability to handle a high volume of contracts, renewals, vehicle records, and purchase orders.
• Problem Solving:
• Diagnosing fleet issues, resolving supply delays, and improving procurement efficiency.
• Attention to Detail:
• Managing compliance documents, VIN/asset tracking accuracy, contract terms.
• Time Management:
• Handling simultaneous procurement cycles, maintenance schedules, and project deadlines.
• Collaboration:
• Works well with operations, finance, HR, safety, and executive team

Competencies: 

• Operational Excellence – consistently drives accuracy, process improvement, and efficiency.
• Cost Optimization – proactively identifies ways to reduce fleet and procurement spend.
• Compliance & Risk Awareness – ensures DOT, safety, insurance, and company policies are met.
• Vendor Governance – holds vendors accountable for SLA adherence and quality.
• Customer Service Mindset – supports internal departments with timely fleet and supply solutions.

MV Transportation is committed to a policy of Equal Employment Opportunity and will not discriminate against an applicant or employee on the basis of race, color, religion, creed, national origin or ancestry, sex, physical or mental disability, veteran or military status, genetic information or any other legally recognized protected basis under federal, state or local laws, regulations or ordinances.  The information collected by this application is solely to determine suitability for employment, verify identity and maintain employment statistics on applicants. 

Where permissible under applicable state and local law, applicants may be subject to a pre-employment drug test and background check after receiving a conditional offer of employment.

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