AV Procurement Specialist

POSITION SUMMARY:

The AV Procurement Specialist is responsible for managing the end-to-end purchasing process for audiovisual (AV) equipment, materials, and related services. This role plays a critical part in ensuring projects are executed on time and within budget by coordinating with AV vendors, project teams, and internal departments. The AV Procurement Specialist oversees vendor relationships, tracks order fulfillment, and ensures all materials are delivered accurately and efficiently to support project timelines. Strong attention to detail, communication, and organizational skills are essential to maintain cost control, mitigate risks, and ensure seamless logistical coordination across multiple projects.

ESSENTIAL DUTIES AND RESPONSIBILITIES – MAY INCLUDE THE FOLLOWING (OTHER DUTIES MAY BE ASSIGNED):

• Review Bills of Materials (BOMs) and place purchase orders in appropriate financial tools and issue to vendors for all required equipment, components, materials and services in alignment  with AV project specifications and timelines.
   
• Proactively monitor order status, delivery schedules, and vendor lead times to identify potential delays, backorders, or supply chain risks, and take corrective action as needed.
   
• Communicate accurate and timely equipment ETAs, updates, and potential impacts to Project Managers, Coordinators, and other stakeholders to support project planning and execution.
   
• Develop and maintain strong relationships with AV vendors and distributors and keep up to date on partner programs to optimize cost efficiency and reliability.
   
• Track and document equipment serial  numbers and asset details to support warranty management, service tracking, and internal asset control processes.
   
• Collaborate closely with the Warehouse team to coordinate receiving, inspection, staging, and inventory management, ensuring all materials are accounted for and properly prepared for deployment.
   
• Maintain detailed procurement records, including purchase orders, vendor communications, cost tracking reports, and supporting documentation for auditing and financial transparency.  
• Investigate and resolve discrepancies related to damaged, missing, or incorrect shipments by coordinating with vendors, carriers, and internal teams to ensure timely resolution and minimal project disruption.
   
• Support project financial management by verifying equipment pricing, validating invoices, and ensuring alignment between quoted, purchased, and billed costs.
   
• Continuously evaluate procurement  processes and vendor performance to identify opportunities for improvement, cost savings, and increased operational efficiency.

Minimum Experience :

 2–4 years procurement or supply chain experience.

Proficiency in Microsoft Outlook, Excel, Word 

Preferred Education  and Experience :

Bachelors degree

AV industry knowledge

Knowledge of NetSuite, QuoteWerks tools

OTHER SKILLS and ABILITIES:

· Strong vendor management and negotiation skills.

· Knowledge of AV equipment types and brands.

· Ability to analyze pricing, availability, and substitution options.

· Familiarity with ERP inventory systems.

· Attention to detail and ability to work with a high degree of accuracy a must

· Strong problem solving skills

· Strong organizational skills

· Ability to multi-task 

· Strong communication skills, both oral and written

· Good interpersonal skills

· Ability to work in a fast paced environment

· Ability to work well under pressure and maintain a positive, enthusiastic attitude 

· Eagerness to learn and expand responsibilities

· Ability to work effectively in a team environment and build strong working relationships

 TRAVEL:  N/A

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to stand; walk; and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job involve normal vision.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.

  Minimum Experience :

2–4 years procurement or supply chain experience.

Proficiency in Microsoft Outlook, Excel, Word 

Preferred Education  and Experience :

Bachelors degree

AV industry knowledge

Knowledge of NetSuite, QuoteWerks tools

OTHER SKILLS and ABILITIES:

· Strong vendor management and negotiation skills.

· Knowledge of AV equipment types and brands.

· Ability to analyze pricing, availability, and substitution options.

· Familiarity with ERP inventory systems.

· Attention to detail and ability to work with a high degree of accuracy a must

· Strong problem solving skills

· Strong organizational skills

· Ability to multi-task 

· Strong communication skills, both oral and written

· Good interpersonal skills

· Ability to work in a fast paced environment

· Ability to work well under pressure and maintain a positive, enthusiastic attitude 

· Eagerness to learn and expand responsibilities

· Ability to work effectively in a team environment and build strong working relationships

 TRAVEL:  N/A

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to stand; walk; and use hands to finger, handle, or feel objects, tools, or controls. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 35 pounds. Specific vision abilities required by this job involve normal vision.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually quiet to moderate.