Procurement Specialist

Index Analytics, LLC, is a rapidly growing, Baltimore-based small business providing health-related consulting services to the federal government. At the center of our company culture is a commitment to instilling a dynamic and employee-friendly place to work. We place a priority on promoting a supportive and collegial team environment and enhancing staff experience through career development and educational opportunities.

We are seeking a mid-level Procurement Specialist to manage end-to-end tangible procurement activities, including supplier sourcing, competitive quote collection, purchase execution, receiving, and inventory control. This role also supports proposal development by coordinating Other Direct Cost (ODC) inputs, collecting pricing, documenting assumptions, and maintaining supporting documentation for quoted items.

Responsibilities

• Source and procure tangible goods and equipment by identifying suppliers, confirming requirements/specs, and obtaining multiple competitive quotes (RFQ/RFP as needed).
• Evaluate offers using price, delivery, warranty/service, and supplier performance; recommend best-value selections.
• Negotiate pricing and purchasing terms within established guidelines; coordinate with stakeholders to confirm requirements and timelines.
• Create and manage purchase documentation (requisitions, purchase orders, order confirmations), and track orders through delivery and acceptance.
• Maintain accurate inventory records for procured items; track receiving, stock levels, storage locations, issuance, and replenishment needs.
• Coordinate receiving/inspection, resolve discrepancies (quantity, damage, incorrect items), and manage returns/RMAs with vendors.
• Partner with IT/Facilities/Operations (as applicable) to ensure inventory aligns to project and operational needs, and that records support auditability.
• Support proposal teams by collecting vendor quotes and building ODC inputs for tangible items (and related direct purchase costs, as applicable).
• For each quoted ODC/material item, compile descriptions, rationale/assumptions, and basis of estimate, and help ensure pricing is supported with documentation (e.g., vendor quote, catalog pricing, substantiation).
• Maintain organized files for ODC price support and “price reasonableness” documentation to align with proposal and contract file needs.
• Where required by contract or prime/sub agreements, route proposed ODCs for appropriate review/approval before purchase/incurrence.
• Track procurement metrics and provide updates on open orders, supplier lead times, inventory levels, and cost variances.
• Identify cost-saving opportunities through standardization, supplier consolidation, and market awareness.
• Ensure procurement activities follow internal procedures and maintain complete documentation for traceability and audits.