Project Order & Procurement Specialist

Project Order & Procurement Specialist

The Project Order & Procurement Specialist manages the full lifecycle of project-related orders at DESIGNA US, from internal project release through fulfillment and aftersales support. This role is responsible for accurate order processing, coordinated procurement of project‑specific materials and stock items, vendor communication, and documentation control. The position serves as a key operational link between Sales, Engineering, Operations, Warehouse, Finance, vendors, and customers to ensure timely and compliant project execution.

• Reviews internal project documentation to verify completeness, accuracy, and alignment with company standards.
• Enters, updates, and maintains project and order data within the ERP and related systems.
• Coordinates with Engineering, Sales, and Operations to confirm material requirements, timelines, and deliverables.
• Tracks order progress and proactively identifies and communicates risks or delays.
• Ensures all project‑related documentation is accurate, organized, and audit‑ready.

• Processes customer requests for aftersales materials, spare parts, and consumables.
• Serves as a primary contact for post‑delivery material‑related inquiries.
• Coordinates resolution of warranty claims, replacement materials, and order discrepancies.
• Maintains professional and timely communication with internal stakeholders and customers.

• Sources and procures materials, components, and equipment required for project execution.
• Maintains appropriate stock levels for commonly used items in coordination with warehouse personnel.
• Requests and evaluates supplier quotations to ensure competitive pricing and delivery terms.
• Issues purchase orders and monitors supplier performance for on‑time delivery and quality compliance.
• Resolves issues related to late shipments, damaged goods, pricing discrepancies, or invoice mismatches.

• Maintains accurate purchase order files, shipment records, and procurement documentation.
• Generates and distributes reports related to order status, procurement activities, and inventory levels.
• Ensures compliance with DESIGNA policies, internal controls, and audit standards.
• Supports continuous improvement initiatives within order processing and procurement workflows.

• 2-5 years of experience in order management, procurement, supply chain, or project coordination.
• Working knowledge of purchasing processes, vendor management, and supply chain fundamentals.
• Proficiency in ERP systems and Microsoft Excel.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects and deadlines simultaneously.
• Effective written and verbal communication skills.

• Customer service mindset
• Analytical and problem‑solving ability
• Vendor relationship management and negotiation support
• Process discipline and documentation accuracy
• Cross‑functional collaboration
• Accountability and ownership of assigned projects
• Ability to manage multiple projects simultaneously