AV Equipment Procurement & Pricing Specialist

AV Equipment Procurement & Pricing Specialist

Mad Systems, Inc.

Orange, California  |  Full-Time  |  On-Site

About Mad Systems

Mad Systems is an audiovisual technology integrator specializing in museums, visitor centers, themed attractions, corporate environments, and other experience-driven destinations.

We design, engineer, procure, build, install, and commission traditional and advanced audiovisual and control systems, interactive experiences, and custom technology solutions. Our team partners with architects, exhibit designers, media producers, fabricators, general contractors, consultants, manufacturers, and specialty vendors to deliver successful projects nationwide.

The Opportunity

We're seeking an organized, commercially minded AV Equipment Procurement & Pricing Specialist to own end-to-end responsibility for equipment pricing, vendor quotes, purchasing, receiving, inventory, shipping, warranty records, and project logistics.

This is not a traditional construction estimating role and does not involve preparing complete bid packages (though that ability is a plus). The core of the job is reviewing project equipment lists, securing accurate costs, negotiating the best vendor pricing and terms, and ensuring equipment is purchased correctly and delivered on schedule.

You'll work closely with engineering, project management, accounting, field installation teams, and company leadership. This position keeps project costs accurate, protects profitability, and ensures every project has the equipment it needs, when it needs it.

The Person We're Looking For

Someone organized, analytical, dependable, resourceful, and detail-oriented to a fault.

The right person enjoys researching products, comparing quotes, negotiating with vendors, and finding the best balance among price, availability, delivery timing, quality, warranty protection, and vendor reliability.

You're a strong communicator who builds strong relationships, takes ownership, listens, follows direction, and works well independently. You like being part of a driven, collaborative team, and you understand that accurate pricing, purchasing, and follow-through determine whether a project succeeds.

Key Responsibilities

This role owns the full life cycle of the project, including equipment pricing, purchasing, receiving, storage, and delivery to the job site. Each area below is yours to run from start to finish and keep organized, not just one piece. The job is to oversee every step and be accountable for it.

Pricing & Cost Estimating

•     Review project equipment lists and bills of materials prepared by the engineering and project teams.

•     Get current pricing from manufacturers, distributors, fabricators, and specialty vendors.

•     Build accurate equipment-cost worksheets for budgets, proposals, revisions, and change orders, including repricing when scope, quantities, or equipment selections change.

•     Confirm manufacturer names, model numbers, quantities, accessories, warranties, availability, lead times, freight costs, and purchasing terms on every line.

•     Flag discontinued items, long-lead items, shortages, and likely price increases early, and work substitutions through engineering and project management before anything is bought.

•     Keep manufacturer discounts, distributor pricing, vendor programs, and freight assumptions up to date.

•     Document quote expiration dates, assumptions, exclusions, lead times, and vendor conditions, and keep organized records of quotes and past equipment costs for future projects.

Purchasing & Vendor Negotiation

•     Source and buy AV equipment, computers, networking products, control-system components, materials, custom-fabricated items, and project supplies.

•     Request competitive quotes from multiple vendors and pick the best overall option on price, availability, delivery, warranty, and reliability.

•     Negotiate pricing, discounts, freight, payment terms, delivery dates, and warranties.

•     Create, issue, and track purchase orders, and confirm acknowledgments match on price, quantity, model number, shipping terms, and delivery date.

•     Keep every purchase within the approved project budget and company authorization limits.

•     Find cost savings through volume discounts, consolidated shipments, and better vendor programs.

•     Track open orders for backorders, allocation issues, and shifting lead times, and follow up to keep orders on schedule.

•     Handle returns, cancellations, and order corrections with vendors.

•     Flag purchasing concerns, price changes, and delays to the right internal teams as soon as they come up.

•     Build strong relationships with manufacturers, distributors, fabricators, freight companies, and specialty suppliers.

Receiving, Inventory & Warranty

•     Check incoming shipments against purchase orders, packing slips, and project equipment lists.

•     Inspect deliveries for damage, shortages, wrong items, or other discrepancies.

•     Label, document, store, and assign received equipment to the correct project.

•     Keep records of serial numbers, equipment IDs, warranty periods, purchase history, and project allocation.

•     File damaged freight claims and manage warranty repairs and replacements.

•     Record equipment as it's released from inventory to projects, demo systems, field teams, or install sites.

•     Keep inventory accurate, run counts and reconciliations, and store goods safely so they're easy to find and pull.

•     Track company-owned, project-specific, demonstration, loaned, and owner-furnished equipment.

Shipping & Project Logistics

•     Arrange inbound and outbound shipping of equipment, materials, and supplies to the facility, job sites, vendors, and other destinations.

•     Get shipping quotes and choose cost-effective, appropriate transportation.

•     Book and track shipments, and line up ship dates with project timelines, site-readiness, and installation schedules.

•     Prepare shipping documents, labels, packing details, and delivery instructions, including domestic and international paperwork when needed.

•     Make sure equipment is properly packed and documented before it leaves the facility.

•     Coordinate internal transfers and project staging.

•     Keep project managers and field teams posted on ship dates, arrival estimates, delays, and delivery issues so equipment lands where it needs to, when it needs to.

Installation Travel Coordination

•     Arrange travel for installation teams with Admin — flights, hotels, rental vehicles, and ground transportation.

•     Match travel to project schedules, crew availability, site requirements, and approved budgets.

•     Prepare clear itineraries and hand them to the Admin for booking.

•     Tell crews and project managers about travel changes right away, and work issues through with Admin.

•     Track travel costs, confirmations, and receipts.

Project & Administrative Support

•     Track receipts and assist with expense reporting and project cost documentation.

•     Help with project correspondence and general document management.

•     Communicate professionally with everyone you deal with — vendors, freight companies, subcontractors, clients, and internal teams.

•     Pitch in on other projects and administrative support as needed.

Required Qualifications

•     At least three years in procurement, purchasing, equipment pricing, inventory, logistics, project coordination, or a related project-based role.

•     Experience getting, reviewing, and comparing vendor quotes.

•     Proven ability to negotiate competitive pricing and favorable terms.

•     Experience creating, issuing, and tracking purchase orders.

•     Strong number skills and comfort with equipment costs, discounts, markups, freight, taxes, and project budgets.

•     Excellent organization and multitasking, with sharp attention to detail.

•     Ability to juggle multiple projects, vendors, quotes, orders, shipments, and deadlines at once.

•     Strong written and verbal communication.

•     Ability to work independently, spot problems, and follow them through to resolution.

•     Ability to keep accurate, organized records.

•     Proficiency with Microsoft Excel, Word, Outlook, Google Workspace, and similar business software.

•     Ability to learn and follow established pricing, purchasing, inventory, shipping, and project procedures.

•     Ability to work full-time on-site at the Mad Systems office in Orange, California.

Preferred Qualifications

•     Experience purchasing audiovisual, low-voltage, electrical, computer, networking, construction, or other technical equipment.

•     Familiarity with AV equipment, manufacturers, distributors, product categories, and industry pricing structures.

•     Experience reviewing equipment lists, bills of materials, technical specs, or project schedules.

•     Experience with QuickBooks, inventory-management systems, procurement platforms, or project-management software.

•     Existing relationships with audiovisual manufacturers, distributors, or specialty vendors.

•     Experience coordinating freight, installation logistics, and employee travel.

•     Experience in a project-based integration, construction, fabrication, or technical services environment.

Physical Requirements

•     Ability to work at a computer for extended periods.

•     Ability to move safely through receiving, inventory, and project-staging areas.

•     Ability to safely lift and move packages and equipment as needed, with assistance when appropriate.

•     Ability to work effectively in a dynamic, deadline-driven project environment.

What Success Looks Like

•     Equipment pricing is accurate, complete, and well-documented.

•     Quotes are competitive, and vendor terms are favorable.

•     Purchases stay within approved project budgets.

•     Price increases, long-lead items, shortages, and availability concerns get caught before they affect delivery.

•     Purchase orders are accurate, approved, documented, and closely tracked.

•     Receiving, inventory, serial-number, warranty, and project-allocation records are reliable.

•     Equipment arrives at the right location on schedule.

•     Vendor relationships keep improving pricing, service, communication, and delivery.

•     Communication stays clear with engineering, project management, accounting, and installation teams.

•     Purchasing efficiency, cost visibility, project readiness, and profitability all improve.

Compensation & Benefits

•     Compensation range: $, based on relevant experience and qualifications.

•     Company-sponsored PPO health insurance, with Mad Systems paying the employee premium (you cover applicable deductibles, copays, coinsurance, and other out-of-pocket costs).

•     Dental and vision benefits.

•     Paid time off and company holidays.

•     A collaborative, creative, technology-driven work environment.

•     The chance to contribute to nationally recognized museum, attraction, corporate, and visitor-experience projects.

Work Location

Full-time, on-site at the Mad Systems office in Orange, California. Relocation expenses are not covered.

How to Apply

Send your résumé and a brief cover letter describing your experience in procurement, vendor negotiation, equipment pricing, inventory, logistics, or project-based purchasing to:

Admin@madsystems.com

Subject line: AV Equipment Procurement & Pricing Specialist Application

Mad Systems, Inc. is an equal-opportunity employer. We value diverse backgrounds, perspectives, and experiences and consider qualified applicants without regard to legally protected characteristics.