Hybrid schedule: 2–3 days per week in the office.
Description:
Receive and interpret request for quotes from our regional sales team Utilize product knowledge and provided tools to estimate cost and lead time for the quoted part(s) Communicate with the Sales and Marketing department the completed quote Ensure this quoted information is properly recorded and passed to our operational procurement team. Provide high level of service to sales and marketing department by ensuring quick turnarounds on RFQ task.
Processes purchase requests (depending on thresholds), adds necessary information (e.g. Commodity Code (ESN), INCOTERMS).
Analyzes material availability, manages purchase orders incl. tracking; checking of content, to ensure cost-efficient and on time supply of materials according to demand.
Takes care of compliance with Procurement rules of client and usage of client contract partners based on click4suppliers easy and forward procurement list (FPL) to ensure the usage of competitive Terms & Conditions and by that obtaining highest feasible contribution to net income (CNI).
May maintain and update supplier master data (if mandated) in coordination with Regional Procurement in SAP; archive documents according to local regulations to keep the database always accurate and up to date.
May generate savings to contribute to the success of the business and make results transparent.
Actively contributes to cooperation with all other parties involved passing on all relevant information to improve the flow of material and value through the supply chain.
Forwards systematically all relevant Procurement related project information (e.g. updated contractual conditions, Supplier Management data) to keep all project participants up to date.
Impacts:
Selects from among clear choices based upon defined procedures and practices, to address changing work situations appropriately. Thinking and portfolio of acting options cover a number of routines, and latitude is permitted to address topics with appropriate processes. Unexpected situations, however, typically needs technical assistance or authorization. Positions are expected to cope effectively with multiple choice situations in number of assigned processes and routines. Thinking is about applying or even adapting the "right" procedure to a process or an issue arising.
Key Responsibilities:
Deliver full range service in a defined and focused technical or administrative area of work, while clear input / output relations and generic and /or work specific guidelines, procedures are given or available. Positions need basic level of theoretical and practical know how, skills and typically some level related years of experience, in specialized processes, techniques and systems used in office, production or lab environment. Position operates major parts or full spectrum of dedicated specialized standard software packages. Incumbents may handle routine and non-complex practical enquiries and procedures from internal or external customers. Deliver a limited range of practical, technical, operative and/or clerical processes within an area of work. Knowledge of standardized work routines and methods, general facts and information is necessary, usually acquired through training on the job. Position operates with dedicated, limited range of user interfaces or functionalities in standardized software programs, strictly related to their specific processes. Customer Services functions gather and file information gained in routine customer contact calls.
Higher level: Handling inbound calls, in basic 1st level support situations, while handling majority of request in the basis of given procedures.
Lower level: Outbound calls, operating with given frame of structured information requested.
Experience: 2 year vocational training + up to 1 year experience needed.
Knowledge: Basic knowledge and experience of principles, procedures, work routines and skills in the related field of work, gained through structured and focused two-year vocational training period
Key Skills & Requirements
Core Competencies:
Strong understanding of Bills of Materials (BOMs) and ability to interpret technical drawings.
Familiarity with SAP and related procurement tools (SAP experience is a plus).
Background in supply chain operations and technical disciplines.
Experience with CAD software and technical documentation.
Ability to support external communications, including approximately 5% of time spent on vendor/customer calls.
Responsibilities:
Not responsible for creating Purchase Orders (POs) or invoices.
Support quote analysis and procurement coordination using technical and system knowledge.
Education Requirements:
Bachelor’s degree strongly preferred.
Minimum requirement: Associate degree.
Notes:
Standard working hours: 8:00 AM – 5:00 PM EST.
Hybrid schedule: 2–3 days per week in the office.
VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status