Procurement Manager

Job Summary:

The Grand Asset & Procurement Manager conducts the day-to-day responsibilities related to the acquisition, tracking, and life cycle of the Association’s assets and procurement processes. This role ensures that the community's assets are properly managed and that procurement practices align with the Association’s financial and operational goals. This position requires attention to detail, confidentiality, and a great deal of contact with community residents, vendors, and the Community Association Management (CAM) staff.

ESSENTIAL FUNCTIONS:

Asset Management

• Maintain an up-to-date inventory of all Association-owned assets, including buildings, amenities, equipment, and infrastructure to include actual costs, locations, future expected cost, estimated useful lives, repair/replace intervals. Responsibilities will include maintaining Fixed Asset schedules and managing annual Reserve Study updates.
• Collaborate closely with CAM staff to understand and document required asset maintenance and replacement schedules to ensure accurate financial planning and functionality of community assets.
• In conjunction with CAM staff, coordinate repairs, replacements, and upgrades for Association assets in accordance with operational and financial plans.
• Manage the Purchase Request process used to communicate requested purchases for all departments (including recommended funding source, need for purchase, purchase recommendation, comparison to reserve study and/or budget data, warranty, estimated useful life) to Board Appointed Committees and Board of Directors.
• Define processes with CAM staff to ensure asset conditions are assessed on an appropriate basis to allow proper planning for maintenance and capital expenditures.

Procurement & Vendor Management:

• Manage RFP processes through collaboration with CAM staff based on project plans and approved budgets including, but not limited to, drafting, distributing, and evaluating RFPs, ensuring compliance with the Association’s Purchasing Policy.
• Identify potential cost savings and effectively negotiate pricing and terms in the best interest of the Association.
• Develop and complete procurement policies and procedures to ensure cost-effectiveness and transparency.
• Source, negotiate, and manage contracts (in conjunction with the Association legal resource) with vendors, suppliers, and service providers.

· Issue purchase orders (POs) and ensure timely, accurate completion of procurement cycle from PO to payment.

• Evaluate vendor performance and ensure contract compliance.
• Track and monitor all executed contracts for compliance and to ensure the necessary actions, if any, are taken timely in advance of contract expiration.
• Ensure competitive bidding and cost analysis for significant purchases and service agreements in accordance with the Association’s purchasing policy.
• Work with Community Association Management (CAM) to develop and execute purchasing strategies.

Budgeting & Financial Management

• Assist in preparing the annual budget and 10-year financial forecast for reserve items, asset maintenance and procurement.
• Track and report expenditures by project to ensure alignment with approved budgets and Board resolutions.
• Seek cost-saving opportunities while maintaining service quality.

Compliance & Risk Management:

• Ensure all procurement and asset management practices comply with Association policies, state laws, and regulations.
• Maintain proper documentation of contracts, asset records, purchasing transactions, and proof of vendor insurance.
• Identify potential risks related to asset management and procurement and recommend mitigation strategies.

Communication:

• Provide reports and recommendations on asset conditions, procurement activities, and financial implications.
• Facilitate meetings with vendors and contractors as needed.

· Keep current with events and activities occurring at The Grand.

· Perform other duties as assigned.

EDUCATION and/or EXPERIENCE:

• Bachelor’s degree in business administration, supply chain management, or a related field (preferred).
• 3 years of experience in asset management, procurement, or a related role, preferably in an HOA, property management, or real estate setting.
• Excellent organizational, analytical, and problem-solving skills with strong attention to detail.
• Advanced skills using Microsoft Office Products (especially Excel and Word).
• Strong knowledge of asset management and procurement processes.
• Familiarity with Community Association operations, budgeting, and financial planning.
• Demonstrated negotiation abilities.
• Strong communication and interpersonal skills.
• Proficiency in procurement and asset management software/tools.
• Ability to work independently and collaboratively with CAM staff, vendors, and residents.
• Works well balancing multiple priorities while working under pressure and time-sensitive deadlines.
• Must possess and maintain a valid Arizona driver’s license.

Join our team as an Asset & Procurement Manager and play a vital role in enhancing our operational efficiency through strategic sourcing and supplier management!

Job Type: Full-time

Pay: $70,000.00 - $85,000.00 per year

Benefits:

• 401(k)
• 401(k) 4% Match
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday

Ability to Commute:

• Surprise, AZ 85374 (Required)

Work Location: In person

Salary : $70,000 - $85,000