Insomniac - Seasonal Production Coordinator; Procurement

THE ROLE

The Production Coordinator for Procurement will be responsible for supporting the Procurement Department Management Team with purchase requests from key departmental stakeholders and obtaining proposals from vendors through RFQ. They will assist in identifying opportunities for cost savings through side by side proposal analyses. They will also be responsible for coordinating the end to end vendor contracting process and will work closely with accounting to help identify new vendors and facilitate payment.

The ideal candidate will excel in researching, evaluating and contacting vendors (often over the phone), and presenting service and rate comparisons to the Procurement team. This role requires strong administrative skills that include but are not limited to organizing schedules, project details, year over year cost analyses and other data consolidation. Strong working knowledge of excel and google suite is a must.

This role also requires the ability to follow directions, excel in a fast-paced, teamwork driven environment, and adapt quickly to last minute changes. This position reports into the Procurement Dept. Management Team. This is a hybrid position working in remote settings, in office and on site at events.

• Partner and collaborate with Procurement Dept. to maintain ongoing communication channels across key stakeholder departments to provide efficient and effective vendor relations and sourcing support.

• Partner with Procurement Dept. to evaluate vendors through various methods of outreach and objective performance measurements, including on-time delivery, quality of service and price competitiveness.

• Coordinate all aspects of the vendor contracting process. This includes, but is not limited to, working with legal to secure a service agreement and insurance documentation, advancing credentials and site assets such as power and heavy equipment, booking supplemental labor as needed, scheduling install/strike dates, and ensuring timely receipt of invoices upon completion of services.

• Develop and maintain strong working relationships with new and existing vendors.

• Audit and submit invoices and purchase orders relating to current vendor deals and negotiations.

• Organize project details, schedules and spend data through excel spreadsheets and pivot tables.

• Ensure product and service quality remain paramount during all vendor discussions and negotiations.

• Other special projects and tasks as assigned as needed.

• Some travel may be required (economy).

• Researches possible sources/suppliers for requested items, provides alternatives or substitutions when applicable, and assists internal requesters with select requirements. Gathers/reviews requests in various formats including technical drawings or schematics; evaluates total cost of ownership in cases where substitutions are beneficial to the organization and monitors savings on sourcing deals in accordance with established performance targets.

• Ensure all purchases align with design specifications, project budgets, and timelines.

• Proven ability to navigate through Excel and G Suite (i.e., V-look up, pivot table, formula driven, etc.)

• Familiarity with production equipment such as tenting, stage decking, truss, heavy equipment, fencing and sanitation is a plus.

• Ability to negotiate contracts across various production related categories

• Excellent ability to communicate professionally and effectively, verbally and written

• Must be incredibly organized and provide proof of effective time management skills

• Must have previous purchasing or vendor relations experience

• Must be able to think quickly on their toes and problem solve challenging situations while maintaining composure

• Extensive experience with managing multiple large-scale projects in a high stress role

• Must have exceptional phone etiquette and be comfortable dealing with vendors via various means of communication

• Must be detail oriented with an analytical attitude

• OSHA-10 and Forklift Certification is a plus

• Must be able to tolerate loud noise levels and busy environments

• Must be willing to travel to work and travel to events during holidays, evening and weekend hours, as required, to meet deadlines and work events

• Must be comfortable operating across multiple time zones

Applicants for employment in the U.S. must possess work authorization, which does not require sponsorship by Insomniac for a visa.