Procurement Associate

COMPANY OVERVIEW:

At BVP Serbia, our mission is to make the world a safer place by harnessing the power of AI and machine learning. Since pioneering Remote Facility Supervision in 2011, we have evolved into a cutting-edge provider of AI-driven security solutions, serving some of the world's largest corporations with mission-critical security, safety, and operational support around the clock.

Our team of over 400 professionals is dedicated to integrating AI and machine learning into every aspect of our operations, enabling seamless collaboration between our North American and Serbian teams. We believe that any work function that can be digitized will eventually be operated remotely through advanced AI technologies. As a recession-proof and stable service, BVP Serbia continues to grow at an impressive rate of over 30% annually, driven by our commitment to innovation and technological excellence. Join us to be at the forefront of AI and machine learning in security solutions.

BVP Serbia is headquartered in Belgrade. To learn more about our culture, kindly visit our website www.bvpserbia.com as well as our LinkedIn , Instagram , Facebook pages.

1. Purchasing and approval s

Create Requests for Quote (RFQs) with clear specs, quantities, delivery dates and ship-to details.

Acquire and compare pricing from at least two to three vendors where practical; document the selection.

Create Purchase Orders (POs) in QuickBooks with correct items, job/class codes and terms.

Route POs for approval per BVP's spending limits and follow up until signed off.

Place orders and confirm price, availability and lead time with the vendor.

Flag backorders, price changes or substitutions to the requester before accepting them.

2. Shipping and logistics

Track inbound and outbound shipments and proactively update project managers on delays.

Generate commercial invoices and required customs documents for cross-border shipments (e.g., Canada–US).

Create shipping labels and schedule carrier pick-ups (e.g., FedEx, UPS, Purolator, freight carriers).

Coordinate packing, labeling and staging of equipment for subcontracted shipments so each kit is complete and traceable.

Resolve damaged, lost or short shipments with carriers and vendors.

3. Inventory and NetSuite

Receive inventory in NetSuite against POs for equipment going to subcontractors.

Add new items to NetSuite with consistent naming, SKU/part numbers, cost and account mapping.

Match receipts to POs and vendor bills; pass discrepancies to accounting.

Keep item lists clean: merge duplicates and retire obsolete items.

4. Internet connectivity (ISP) management

Order internet connections for sites and offices, including install scheduling and on-site contact coordination.

Maintain a register of ISP agreements: provider, site, plan, cost, term, renewal date and account numbers.

Negotiate pricing, terms and renewals with ISPs; compare alternatives before contracts auto-renew.

Handle service changes, disconnects and escalations for outages or billing errors.

5. Radio communication equipment

Order Motorola two-way radios, batteries, chargers, accessories and licensing items through authorized dealers.

Confirm model compatibility, programming requirements and frequencies with the requester before ordering.

Track radio assets by serial number and assignment.

6. Administration and reporting

Maintain organized PO, quote, shipping and contract files.

Produce regular reports, e.g., open POs, spend by vendor/project, shipment status and upcoming ISP renewals.

Keep vendor and carrier contact lists current.

Support continuous improvement of procurement processes and templates.

Other administrative duties as assigned.

Requirements

Education and experience

College diploma or degree in Supply Chain, Business Administration or a related field, or equivalent work experience.

2+ years in purchasing, procurement, logistics or operations administration.

Hands-on experience creating POs, receiving inventory and maintaining item lists in QuickBooks (Online or Desktop).

Experience preparing shipping documents, including commercial invoices for cross-border shipments.

Technical skills

Proficient in Microsoft Excel (lookups, pivot tables, basic reporting) and Outlook/Office 365 or Google Workspace.

Comfortable with carrier portals (FedEx, UPS, Purolator or similar) for labels, pick-ups and tracking.

Basic understanding of internet service types (fibre, cable, LTE/5G, dedicated circuits) and contract terms.

Working knowledge of customs basics: HS codes, country of origin, Incoterms.

Core Competencies

Strong attention to detail and accuracy in data entry and documentation.

Organized; able to manage many open orders and deadlines at once.

Clear, professional written and verbal communication with vendors, carriers and internal teams.

Negotiation skills and a cost-conscious mindset.

Proactive follow-up and problem solving when orders or shipments go wrong.

Able to work independently and know when to escalate.

Nice to have

Experience ordering Motorola two-way radios or other telecom equipment.

Experience managing telecom/ISP contracts across multiple sites.

Background in construction, field services or project-based businesses.

Supply chain certification (e.g., SCMP, CPSM) or courses in progress.

Bilingual English/French.

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