Vertical Markets Group (VMG) Cross Reference & Sourcing Specialist Serving customers and our community starts with the best people doing their best work. That is precisely what we have created at MSC Industrial Supply Co. We are a leading North American distributor of metalworking and maintenance, repair, and operations (MRO), products and services. We offer more than 2 million products and have over 80 years of experience across dozens of industries. We aim to execute our Built to Make You Better brand promise for all our stakeholders, including our Vertical Markets Group (VMG) Cross Reference & Sourcing Specialist provides end-to-end support for VMG- Public Sector and Commercial customer opportunities that require matching customer-specific part numbers. In this role, the Specialist will be responsible for analyzing item specifications, identifying equivalent MSC products, sourcing non-stock and specialized items, and ensuring product compatibility and compliance that meet federal, state, and local government requirements. This position plays a critical role in supporting accurate item matching, regulatory compliance, dependable sourcing, and timely RFQ and bid submissions, enabling the sales team to confidently price and secure business. The role requires strong analytical skills, attention to detail, and sound judgment to deliver effective cross-reference and sourcing support. The Specialist will foster collaboration across sales, procurement, suppliers, and other key stakeholders, while maintaining detailed documentation and contributing to continuous process improvements that enhance efficiency, accuracy, and revenue growth.
Duties and Responsibilities
Cross Referencing & Item Matching:
Cross-reference part numbers, NSNs, UPCs, manufacturer data, and competitor information using internal systems and external databases to match products to MSC part numbers. Research, validate, and identify equivalent or substitute products that meet government specifications, standards, and contract requirements. Maintain accurate cross-reference data and validate product compatibility, compliance, and replacement options for obsolete or end-of-life parts across ERP, contract management, and government pricing systems.
Specialized Sourcing:
Source non-stock, discontinued, and hard-to-find items through approved suppliers while ensuring alignment with customer requirements, bid specifications, and federal compliance standards. Identify and qualify suppliers that meet government contract requirements, including eligibility, registration, and documentation standards. (e.g., SAM registration, CAGE codes) Identify and qualify approved suppliers capable of supporting government contracts and compliance requirements. (e.g., FAR, DFARS, ITAR, BAA, and TAA requirements) Partner with suppliers to secure pricing, lead times, availability, and alternative product solutions while addressing supply chain disruptions and contract changes.
Program Support:- Manage and track program add requests, ensuring timely coordination from intake through submission
- Coordinate with sourcing and operational teams to support contract additions, maintain status updates, and communicate project progress.
- Validate source and cross-reference data to ensure accuracy, completeness, and compliance with government contract requirements.
- Maintain contract tracking tools and reporting, including item tracker, customer output analysis support, and comp data review to support revenue growth opportunities.
Compliance, Documentation & Audit Support:
Document cross-reference and sourcing decisions to support traceability and audit readiness.
Maintain complete and accurate records of cross-referenced items, sourcing decisions, and supplier communications to support documentation standards and business continuity.
Review cross-reference and sourcing product data for completeness, accuracy, and alignment with government purchasing regulations, contract terms, and internal standards.
Contribute to process improvements that strengthen controls, reduce errors, and support operational effectiveness.
Collaboration & Communication:- Serve as the primary Cross & Source liaison across Sales and internal teams during bid development, facilitating meetings and ensuring all approvals are secured to move forward.
- Partner with Sales and cross-functional teams to align sourcing strategies with customer needs, timelines, and business priorities.
- Foster strong supplier engagement to drive responsiveness, competitive pricing, and reliable supply.
- Escalate critical sourcing issues in a timely manner to minimize impact to customer requirements
- Provide clear and consistent updates to stakeholders on project status, sourcing progress, and issue resolution.
Process Improvement:
Evaluate cross-referencing and sourcing workflows to identify inefficiencies and recommend improvements. Contribute to SOP development, knowledge base content, and training the rollout and adoption of new tools, systems, and process enhancements. Evaluate recurring issues, recommend improvements, and assist to implement corrective actions to reduce errors and rework.
Submission & Tracking:
Collaborate with team members to ensure alignment on submission priorities and deadlines.
Maintain organized tracking of bid amendments, revisions, and resubmissions.
Ensure all Cross & Source activities are completed within established deadlines and submission requirements.
Maintain accurate records of bid activity, including submission details, outcomes, and key timelines.
Continuous Learning & Development:
Demonstrate a commitment to continuous learning by utilizing monthly allocated time to enhance product knowledge.
Leverage newly acquired knowledge to strengthen product, supplier, and systems knowledge, supporting sound decisions and evolving business needs.
Remain adaptable to changing tools, systems, and business priorities through ongoing learning and skill development.
Share knowledge and best practices while providing coaching and mentorship to VMG Cross Reference & Sourcing team members to support collaboration and continuous improvement.
Fosters the MSC Culture in the department and throughout the company to ensure fulfillment of MSC's vision and unity of purpose.
Participation in special projects and performs additional duties as required
Qualifications:
Associate's degree in business or related field, or equivalent work experience, is required.
A minimum of (3) years of Industrial industry experience, is required.
A minimum of (3) years in MRO experience in sales, customer care, sourcing, product support or equivalent work experience in technical field (I.E. Production Maintenance, Electrical, Safety, Industrial Maintenance, Metal Working), is required.
In-depth working knowledge of MRO (Maintenance, Repair and Operations) industrial products, item data, sourcing channels, and military products, is required.
Strong analytical and critical thinking skills to support independent decision making is required.
Excellent attention to detail and accuracy when identifying, sourcing, and crossing products is required.
Excellent organizational skills, including the ability to plan, expedite, prioritize, and manage multiple tasks in a fast-paced, deadline-driven environment, is required.
Excellent verbal, written, and listening skills, with strong attention to detail to quickly resolve issues and identify root causes, is required.
Strong in Microsoft Outlook, SharePoint, Word, Excel, Smartsheet, and other standard office software, is required.
Demonstrated experience with managing and manipulating large data sets is required.
Working experience with NSNs, CAGE codes, OEM documentation, CADs and specifications is required.
Experience with Federal Acquisition Regulation (FAR), Defense Federal Acquisition Regulation (DFAR), regulatory requirements, and compliance experience associated to the government business sector, is required.
Demonstrated experience in building and maintaining strong customer relationships while collaborating effectively across all organizational levels to resolve operational challenges is required.
Advanced knowledge in identifying and evaluating potential suppliers by leveraging various tools and resource networks is required.
Ability to independently assess complex situations, interpret data, and develop effective sourcing strategies is required.
Flexibility to adjust to market changes, changes with suppliers, and developments in technology is required.
Bonus Points If You Have:
Bachelor's Degree is preferred.
Experienced user of AS400, SalesForce, SAP, reporting applications is preferred.
Familiarity with commercial/government distributorship industry, Commercial Off- The-Shelf (COTS) products, is preferred.
Knowledge of Government contracting principles (Federal / State / Reseller levels) is preferred.
