Procurement Specialist 3

ROLE OVERVIEW

The Procurement & Asset Analyst manages the procurement and lifecycle of the client's physical and digital assets — hardware purchasing, purchase-order processing, global asset lifecycle operations, asset administration and New Product Introduction (NPI) support. At roughly 673 transactions per month, the role is the hardware-procurement engine that feeds the receiving and deployment work Astreya already performs downstream, making clean, accurate POs and asset records essential to the wider operation.

The analyst creates and amends purchase orders — including special, replenishment and urgent POs — sources new products, manages asset records and part numbers across the lifecycle, and supports NPI from RFQ through to system-ID creation. The role reports to the Procurement & Asset Team Lead and partners closely with Supplier & Vendor Management and the SAM team to keep master data and supplier information consistent.

KEY RESPONSIBILITIES

1.  Hardware Procurement & Purchase Orders

• Manage the purchasing process for IT hardware, peripherals, and professional services from initial request validation through to purchase requisition (PR) submission and supplier confirmation. 

• Create, amend and expedite purchase orders — special, replenishment and urgent — ensuring each PO is complete, correctly priced and properly approved.

• Source new products and run the purchase-order process end-to-end, from requisition to PO issue and confirmation.

• Uphold PO accuracy and meet creation, amendment and urgent-order turnaround targets, since errors here ripple into receiving and invoicing.

• Triage and resolve automated purchase order pricing and quantity discrepancies via designated escalation paths (e.g., line-item cancellations vs. quantity revisions).

• Process urgent or exception-driven manual requisitions in the procurement platform. Apply strict system tracking tags in external reference fields to preserve downstream automated three-way matching and prevent invoicing holds. 

• Draft and update BPO creation logic, incorporate demand forecasts, and manage BPO uplifts when utilization hits critical thresholds.

• Manage Return Merchandise Authorization (RMA) workflows directly with suppliers to resolve damaged or incorrect deliveries.

2.  Global Asset Lifecycle Operations

• Manage the asset lifecycle — creating part numbers, assigning assets and keeping records updated through moves, reassignments and retirements.

• Maintain accurate asset and master-data records so that asset, procurement and finance systems stay reconciled. 

• Perform bulk data updates (including MAC addresses, serial numbers, locations, and project codes) to maintain hardware master data integrity within the database.

• Coordinate part number creation, submit trade classification requests (HTS/ECCN), secure customs valuations, and coordinate regional catalog rollouts.

• Coordinate MPN and asset reassignments in the database backend to transfer assets cleanly from source MIDs to target MIDs.

3.  Asset Administration Services

• Administer entries in the asset administration system — creating, editing and activating or deactivating offerings — so the available catalog stays current and correct.

• Validate prepayment terms against threshold criteria and coordinate internal cost-reallocation (chargeback) ledgers.

• Process inter-departmental chargeback requests by validating mandatory corporate fields (requester, cost centers, location, task numbers), entering verified data into reallocation templates, and coordinating with invoicing teams.

4.  New Product Introduction (NPI) Support

• Track NPI requests through the pipeline, submit RFQs to suppliers and create the system IDs needed to transact new products.

• Coordinate with catalog and engineering teams during product launches to set up the correct Base-and-Variant MID hierarchy, establishing regional variant entries under active parent items.

• Facilitate international shipments by initiating part compliance steps (New Part Requests, trade classifications, and customs valuations) in Product Lifecycle Management (PLM) tools, ensuring parts are pre-cleared before transit. 

PERFORMANCE & SERVICE LEVELS

Indicative performance targets for the role; final service levels are confirmed on engagement and measured by location per service line.

• Purchase Request Accuracy: keep ≥99% of purchase requests error-free before PO-owner approval — correct specifications, quantities, pricing and required inputs.

• PR / PO Creation Turnaround: create ≥95% of standard requisitions within 2 business days of a complete, approved request.

• Urgent PR / PO Creation: create ≥99% of urgent requisitions within 4 hours, so time-critical needs are not held up.

• PR / PO Amendment & Change Orders: process ≥95% of amendments within 1 business day, and communicate approved PO changes within ≤2 days.

• Maintain a triage SLA of 3 hours to acknowledge new procurement requests.

• Maintain ≥99% data accuracy on all hardware, pricing, and tax classification fields.

• Documentation Completeness & Knowledge Management: keep a current directory of process documentation with revision dates and contribute to the shared knowledge base, so SOPs stay accurate and reusable.

• Perform follow-up actions and update statuses on all open catalog or exception tickets every 3 days. 

TOOLS & SYSTEMS

• SAP (Procure-to-Pay / Materials Management) for POs and asset records; the procurement platform for purchasing; and IBP for planning inputs to procurement and asset flows.

• Systems for managing part numbers and engineering workflows.

• Enterprise guided buying networks, internal ordering portals, and catalog administration consoles.

• Integrated business ticketing systems and internal messaging platforms.

REQUIRED SKILLS & EXPERIENCE

Mandatory

• 2–6+ years of experience in IT hardware procurement, purchase-order processing, or asset-management operations within a high-volume shared-services environment.

• Hands-on experience executing transactions, catalog updates, and master data management in ERP systems (specifically SAP Procure-to-Pay / Materials Management modules).

• Proven familiarity with 2-way matching for accessory quotes and 3-way matching (PO-Receipt-Invoice) for capitalized hardware assets.

• Strong PO-accuracy and master-data discipline, with attention to specification and pricing detail.

• Ability to sanitize, map, and process bulk data assets (.csv) safely without breaking dependent spreadsheet formulas or database relationships.

• Clear English communication with requesters, approvers and suppliers.

Preferred

• Exposure to NPI and RFQ processes.

• Familiarity with asset-lifecycle / ITAM concepts and tooling.

• Experience in high-volume PO environments and with integrated business planning.

• Experience administering B2B e-commerce storefronts, managing regional catalog visibility rules, and executing product End-of-Sale (EOS) and End-of-Purchase (EOP) transitions.

• Exposure to NPI pipelines, coordinating supplier Requests for Quotes (RFQs), and configuring new product ID structures in corporate systems.

LEVELS & PROGRESSION (I – III)

One job profile spans the levels below; seniority (and compensation) is differentiated by scope, autonomy and ownership. The JD itself is common across levels.

• Level I — creates standard POs and asset records under SOP, developing accuracy and speed on routine procurement.

• Level II — handles urgent and complex POs, NPI support and amendments with limited oversight, and resolves procurement exceptions.

• Level III — owns master-data quality, NPI coordination, exception handling and escalations for the line, and supports the Team Lead on continuous improvement.