Procurement Specialist

About the Role

Reporting to the Financial Operations Manager, the Procurement Specialist will support Onebrief's day-to-day procurement operations, with a first-priority mandate to clean up and standardize vendor contracts and records so Zip becomes our single source of truth. You'll operate our procurement tool and maintain accurate data flow with NetSuite.

You'll also work closely with business units to keep enterprise vendor records, renewals, and compliance documentation current, and help the broader organization understand and follow procurement policy. This role is the operational backbone that keeps procurement data, process, and systems clean and reliable.

This is an individual contributor role with no direct reports.

What You’ll Do

Core responsibilities:

• Locate, audit, and upload executed vendor contracts into Zip, ensuring every active vendor record is complete and accurate.
• Populate vendor records with the appropriate metadata (contract terms, renewal dates, owners, spend category, etc.) and configure the renewal module in Zip so upcoming renewals are tracked automatically for internal stakeholders to see.
• Support the procurement process end to end: purchase requests, approvals, purchase orders, and vendor onboarding.
• Handle day-to-day procurement requests and vendor negotiations.
• Maintain complete, current vendor records in Zip, including executed contracts, W-9s, and other required documentation, updating them whenever vendor details change.
• Track upcoming contract renewals and proactively reach out to business units with enough lead time to kick off the renewal process before deadlines hit.
• Keep vendor contract, licensing, and compliance records current in partnership with IT, GRC, and Legal.
• Train and support the broader organization on procurement policies and how to use Zip, to drive adoption and policy adherence.
• Continuously optimize workflows in Zip so end users have a fast, clear experience submitting procurement requests, built for a fast-moving company.

Minimum Qualifications

• 2 to 4 years of experience in corporate indirect procurement operations, purchasing, or finance operations.
• Hands-on experience with Zip or a similar procurement/spend management platform (Coupa, Airbase, Procurify); Zip experience strongly preferred.
• Working knowledge of NetSuite and how it connects with procurement and accounts payable.
• Experience supporting budgeting, forecasting, or spend tracking.
• Comfort working through messy, unstructured data (contract cleanup, record audits).
• Ability to train and communicate policy clearly to non-procurement stakeholders.
• The ability to work independently, manage details, and build strong relationships across the company.

Preferred Qualifications

• Experience working at a growing SaaS or technology company.
• Experience implementing or improving a procurement system or ERP integration.
• A background in Finance or Accounting, including experience with accounts payable and expense classification.
• Familiarity with SaaS procurement, software licensing, and vendor compliance.

Indicators of Success

A successful Procurement Specialist will:

• Make Zip the reliable source of truth for vendor contracts, with complete records and the renewal module fully operational.
• Build a proactive renewal cadence so business units are never caught off guard by an upcoming contract deadline.
• Become the go-to person for day-to-day purchasing questions and process execution.
• Put a clear, consistent purchasing process in place, including org-wide training, so employees and approvers know what to expect and policies are followed.
• Streamline Zip workflows so submitting a procurement request is fast and easy for end users.