Procurement Manager

Position Overview:

The Project-Specific Procurement Manager will manage the delivery phase of an active project where procurement orders have already been placed. This role focuses on developing comprehensive tracking systems, maintaining constant communication with vendors regarding delivery schedules, and ensuring all materials and equipment arrive on time to support project milestones.

Key Responsibilities: Tracker Development and Management

• Design and implement comprehensive tracking systems to monitor all outstanding purchase orders from current status through final delivery
• Create detailed spreadsheets or dashboards capturing order numbers, item descriptions, quantities, vendors, original delivery dates, updated ETAs, shipping status, and receipt confirmation
• Develop status reporting formats that provide at-a-glance visibility of critical deliveries, items at risk, and completed receipts

Vendor Communication and Follow-Up

• Contact vendors systematically to obtain and verify delivery dates for all outstanding orders
• Establish regular communication cadence with each supplier based on delivery urgency and item criticality
• Send follow-up emails and make phone calls to confirm shipping schedules, obtain tracking numbers, and secure updated delivery commitments
• Request shipping documentation including bills of lading, air waybills, and delivery confirmations

Delivery Schedule Management

• Obtain confirmed delivery dates from all vendors and update project teams on expected arrival timelines
• Compare vendor-committed dates against project schedule requirements and identify gaps or conflicts
• Push vendors to accelerate deliveries when original dates no longer align with project needs
• Negotiate revised delivery schedules when delays are unavoidable and communicate impacts to stakeholders

Proactive Issue Identification and Escalation

• Monitor vendor communications and shipping status to identify potential delays before they impact the project
• Flag at-risk deliveries immediately and work with vendors to develop mitigation plans
• Escalate significant delays or vendor performance issues to project leadership with recommended solutions
• Track recurring problems with specific vendors and document patterns for future reference

Stakeholder Communication and Reporting

• Provide weekly status reports to project managers showing all deliveries expected in the upcoming period and any items experiencing delays
• Communicate delivery updates promptly when schedules change or new information becomes available
• Participate in project coordination meetings to discuss material status and upcoming deliveries

Delivery Coordination

• Confirm site readiness and receiving capacity before materials arrive
• Notify on-site teams of upcoming deliveries with sufficient advance notice for planning
• Coordinate delivery appointments with vendors and receiving personnel to ensure smooth unloading

Documentation and Record Keeping

• Maintain organized files of all purchase orders, vendor correspondence, shipping documents, and delivery confirmations
• Update tracking systems immediately when materials are received to reflect actual delivery dates
• Document any discrepancies between ordered quantities and delivered quantities

work for JLL.

• Bachelor's degree in Supply Chain Management, Business Administration, Logistics, or related field, or equivalent practical experience
• Minimum 7 years of experience in procurement, logistics coordination, or materials management roles
• Proven track record of managing delivery schedules and tracking multiple concurrent orders across diverse suppliers
• Experience working in project environments where timely material delivery is critical to success
• Advanced proficiency in Microsoft Excel including complex formulas, pivot tables, conditional formatting, and dashboard creation
• Experience building tracking spreadsheets and status reporting tools from scratch
• Comfortable with project management software and collaboration platforms
• Ability to work with shipping and logistics tracking systems
• Strong data management skills with attention to accuracy and detail in record-keeping
• Exceptional organizational skills with ability to manage high volumes of information across numerous vendors and orders
• Persistent follow-up mentality with comfort making repeated vendor contacts to obtain needed information
• Clear and professional communication skills for interacting with vendors, project teams, and stakeholders at all levels
• Proactive problem-solving approach with ability to identify issues before they escalate
• Strong sense of urgency and understanding of how material delays impact project timelines
• Detail-oriented with ability to catch discrepancies and ensure data accuracy
• Adaptability to work in dynamic project environments where priorities shift frequently
• Experience in construction, real estate development, or facilities management procurement
• Familiarity with shipping terminology, logistics processes, and freight tracking
• Prior experience implementing tracking systems or procurement management tools
• Understanding of critical path methodology and project scheduling concepts
• Knowledge of inventory management principles and materials receiving processes