What do procurement specialists do?

Want to become (or maybe hire) a procurement specialist? Between rising costs and the ever-present specter of supply chain disruptions, procurement specialists have never been more important.

This post lays out everything you need to know about a procurement specialist's job — what they do, how much they make, how to become one, and how to leverage modern tools like AI and automation to crush your new gig.

What is a procurement specialist?

A procurement specialist is responsible for sourcing and purchasing goods and services for their organization. These specialists, also known as purchasing specialists, act as a link between their company and the company's suppliers.

When the company needs to buy something, the team goes to the procurement specialist to help make that happen.

What does a procurement specialist do?

Buying parts and supplies for a company can be very different from shopping as a consumer. Manufacturing companies have specific engineering specs and tolerances that their parts have to live up to, but they also need to keep costs down to protect their profit margins.

Procurement specialists are responsible for making sure suppliers meet the company's expectations when it comes to quality while keeping those costs down. They're also responsible for making sure the company always has the parts and materials it needs to meet its production schedule.

Want to know more about procurement specialist duties day to day? Here are some of the specific roles and responsibilities that might appear in a procurement specialist job description.

Market research

New manufacturing technologies are constantly evolving, and parts suppliers face the same pressures as other businesses in terms of rising prices, employee attrition, and so on.

Procurement specialists need to stay informed about market trends and news to evaluate potential new suppliers and make informed decisions during contract negotiation.

If key suppliers are showing signs of financial stress, it's important to have a plan ready to replace any orders those external suppliers might be unable to meet.

Supplier management

A procurement specialist helps manage supplier performance, making sure they deliver what they promised, on time, at the contracted pricing. Using tools like 3-way matching, they can make sure every invoice matches up with its underlying purchase order as well as the goods receipt, ensuring there aren't any surprises.

It's also important to analyze supplier data, tracking delivery delays and order variances for signs of increasing stress and potential failure.

Quality assurance

Are the company's existing suppliers delivering what they promised? Is the quality of those deliveries within the promised tolerances?

Procurement specialists help ensure that suppliers can meet the organization's standards through research, evaluations, and trial runs, then continue to monitor actual deliveries for quality control once the contract is in place.

Inventory control

How much of each part or material should the company order, and when? Does demand tend to rise or fall at certain times of the year?

Procurement specialists help monitor and manage inventory levels — and even predict changing inventory needs as part of their procurement strategy — to make sure the company will always have what it needs to meet production demand.

Compliance oversight

If suppliers fail to adhere to relevant local and federal laws, including labor and environmental regulations, those failures can have consequences for the companies that buy their parts and materials.

Procurement specialists help monitor suppliers for compliance, and they're responsible for staying on top of industry news to make sure they're aware of any new regulations or investigations.

They also make sure their own company follows set policies and procedures throughout the procurement process.

How much does a procurement specialist make?

In 2024, the average procurement specialist makes about $73,000 per year, but salary expectations vary by location, experience, and industry. The bottom 10% of all procurement specialists — think starting salaries in rural areas — make about $53,000 annually, but those in the top 10% can make $100,000 or more.

The average salary for junior specialists is about $62,000, while the average for senior specialists is $87,000.

As in other professions, people living in larger cities or working in specialized industries tend to make more money, as do those with more experience or advanced degrees.

If you can't afford to wait, consider taking an entry-level position now and working your way up through experience, pursuing certification courses along the way as you build your procurement career.

How to become a procurement specialist

To become a procurement specialist, individuals typically need a bachelor's degree in business administration, economics, supply chain management, or a related field.

Aspiring specialists may also pursue coursework in accounting, legal standards of global supply chains, procurement management, and financial management—making them even more valuable to employers and purchasing managers.

Obtaining specialized procurement certifications can enhance a candidate’s qualifications for procurement specialist roles. Notable certifications include:

• Certified Procurement Professional (CPP) from the American Purchasing Society (APS).
• Certified Professional Purchasing Manager (CPPM) for those already holding a CPP certification.
• Certified Professional Public Buyer (CPPB) for professionals in public procurement.

Joining professional organizations such as the Institute for Supply Management or the National Association of State Procurement Officials can also provide valuable networking opportunities and resources.

How procurement specialists can leverage automation to help their roles

Saving time and money for your company as a successful procurement specialist goes beyond negotiating smart contracts. It's also about paying suppliers on time to maintain good relationships, capturing early discounts, and streamlining internal processes.

AI-enabled automation with BILL Accounts Payable can read invoice information for you, automate your approval workflows, give stakeholders the visibility they need, and even offer payment options that can help you manage your cash flow.

Learn how BILL turns procurement specialists into heroes.

"In BILL Accounts Payable, I can just check all the boxes next to the vendors an approver is responsible for. I thought that was just so smooth and so seamless compared to what I had experienced with other AP systems." — Bombas

Procurement specialist FAQ

Here are quick, easy answers to some of the most frequently asked questions about procurement specialists.

How to be a good procurement specialist

First and foremost, being a good procurement specialist requires a strong dedication to the fact that business conditions change constantly. You'll need to stay updated on market trends as well as your organization's needs so you can plan ahead, not just meeting the organization's needs today but tomorrow, too.

Key skills include attention to detail, data analysis, relationship building, and time management. Taking advantage of modern tools, including AI and automation, can help ensure efficiency and cost-effectiveness in managing your organization's supply chain.

What skills are required for procurement specialists?

Top skills for a procurement specialist include:

• strong negotiation and relationship management to secure favorable deals with suppliers
• expertise in data analysis and financial management to track costs, savings, and efficiencies
• risk management and strategic sourcing to mitigate potential disruptions
• meticulous attention to detail and knowledge of compliance regulations to ensure all procurement processes are carried out ethically and legally

These skills will prepare procurement specialists to streamline operations and drive cost savings for their organizations.

Is it hard to become a procurement specialist?

Becoming a procurement specialist requires a combination of education and experience, but a bachelor's degree is typically enough to get started.

As you gain experience in the field, additional certifications, such as becoming a Certified Procurement Professional, can boost your chances of career advancement.

Who does a procurement specialist report to?

Procurement specialists typically report to the Chief Financial Officer (CFO) or a procurement manager.

The organizational structure may vary in larger companies, but these cost-saving experts will generally be positioned close to financial and strategic decision-makers.