Category: Production
Procurement Manager
Reports To: VP of Operations
- 1st shift: 5:00 am – 1:30 pm
- 2nd shift: 1:30 pm to 10 pm
Compensation: $25 – $30 based on prior experience.
The Mailworks is a woman-owned, family-run business specializing in results-driven direct mail campaigns for a nationwide client base. With 40+ years of experience and over 90 professionals across strategy, design, production and technology, we combine deep industry knowledge with modern tools to help businesses grow. We produce and deliver 96M+ pieces annually from our in-house facility and are transforming the direct mail space through innovation, service, and our proprietary software platforms.
As the Procurement Manager, you will be instrumental in maintaining an efficient and cost-effective supply chain. Your responsibilities encompass monitoring market disruptions, collaborating with production leaders, conducting inventory analysis, and liaising with vendors to secure the necessary materials for our operations.
Duties:
PHYSICAL INVENTORY MANAGEMENT
- Verify accuracy of inventory through routine physical counts.
- Analyze and investigate discrepancies between physical counts and recorded inventory levels.
- Implement and maintain best practices for storage, labeling, and organization of physical inventory.
- Manage the level of inhouse inventory and manage any incoming shipments of additional materials from offsite storage areas
- Develop and maintain documentation related to physical inventory processes and procedures.
- Order and manage stamp inventory, while working closely with the accounting department to facilitate smooth reconciliation of stamp purchases and reimbursements
- Adhere to the Postage Reimbursement Standard Operating Procedure (SOP) to guarantee accurate and efficient management of the reimbursement process, both internally and in coordination with the USPS
- Monitor and order all MTE (Mailing Transport Equipment) Supplies
DIGITAL INVENTORY MANAGEMENT
- Monitor and update digital inventory records in real-time to reflect product availability.
- Analyze sales trends and demand patterns to forecast future inventory needs.
- Create inventory, purchase and cost analysis when requested by management.
- Conduct regular audits of digital inventory data to identify and rectify discrepancies.
- Use in-house software to update the digital inventory system following Standard Operating Procedures to ensure accuracy.
PROCUREMENT
- Strictly adhere to established Standard Operating Procedures (SOPs) and the Procurement Process Manual to ensure compliance, accuracy, and efficiency throughout all stages of the procurement process
- Prepare for and Host the Monthly Inventory Meeting with the VP of Operations and VP of Business Development to gain insights into upcoming Client Services requirements, which will inform proactive purchasing decisions for printing consumables
- Place monthly orders based on the results of the Monthly Inventory Meeting in a timely manner
- Purchase printing consumables that meet the quantity and quality expectations of the organization on an executed schedule
- Manage the end-to-end Purchase Order (PO) process, including creating, closing, and meticulously matching POs to corresponding invoices for accurate financial record-keeping.
- Analyze historic usage levels and cost when necessary & communicate to management if changes are necessary
- Compare available goods with industry trends to determine appropriate pricing
- Manage the Outsourcing to third party printers and mailers during times of increased production volume to support the Operations Department
- Oversee the Office Supply Request project, managing and executing the purchase of all approved office consumable requests
- Resolve discrepancies or issues with vendors regarding invoices or payments.
- Analyze expenses and internal processes to identify opportunities for cost savings or improved Standard Operating Procedures
- Attend weekly Production L10 meeting and execute assigned Rocks to reach company goals
RECYCLING MANAGEMENT
- Coordinate with the Warehouse & Logistics Manager on the collecting and sorting of recyclables, ensuring proper waste management to maximize recycling savings
- Coordinate with 3rd party recycling vendor to optimize recycling logistics
- Adhere to Standard Operating Procedures (SOPs) for the systematic loading and management of our recycling trailers, ensuring accurate verification of returns from the recycling vendor.
VENDOR RELATIONSHIPS
- Maintain relationships with vendors
- Manage the biannual procurement negotiation process, and work with the Controller and VP of Operations to determine if any vendor changes or price changes need to be made
- Stay up to date on industry trends through vendor market updates
- Seek for new vendors or options when needed
Required Skills/Abilities:
- A polite, friendly and diplomatic manner
- Exhibits company core values – FLASH’D (forward thinking, loyal, accountable, solutions focused, helpful, dynamic)
- Proven experience in procurement or supply chain management, preferably within the printing industry
- Proficiency with Microsoft Office Suite, with an increased knowledge of MS Excel specifically
- Excellent negotiation and communication skills, both written and verbal
- Meticulous attention to detail, particularly in maintaining organized inventory systems and conducting accurate physical counts
- Demonstrated ability to evaluate and negotiate contracts with vendors, securing favorable terms and conditions
- Proactive approach to problem-solving, with the ability to address issues related to production, vendor relations, and inventory management
- A committed and flexible attitude to the job
- Strong organizational skills, with the capability to manage multiple tasks and priorities in a fast-paced environment
- The ability to work independently
- Adaptability to evolving industry trends and a continuous learning mindset to stay current in the field of procurement
- No prior experience in healthcare marketing or direct mail marketing is required.
Success Indicators:
- Demonstrate a strong capacity for independent work, coupled with a genuine drive to assume full ownership of the position and all associated responsibilities.
- Exhibited ability to identify cost-saving opportunities or improvements in the procurement process.
- Timely delivery of materials and supplies with minimal disruptions to production.
- Accurate and up-to-date inventory records, with minimal discrepancies between physical counts and system records.
- Efficient handling of inventory adjustments, leading to reduced instances of out of stock items or overstocking.
- Swift and effective resolution of procurement-related issues, preventing disruptions to production or supply chain operations.
- Participation in and contribution to initiatives aimed at improving procurement SOPs and the Procurement Process Manual.
Physical Requirements:
While performing the duties of this job, the employee is regularly required to talk or hear . The employee frequently is required to sit; walk; use hands to finger, handle or feel; and reach with hands and arms. This position requires that the employee be able to manipulate and transport objects up to 50 pounds.
Other Duties: Please note that this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
Benefits & Perks:
- Health insurance
- Paid time off
- Dental insurance
- Vision insurance
- 401(k) matching
- Employee assistance program
- Aflac
- Udemy courses
The Mailworks provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
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