Purchasing Coordinator

Role Overview:

We are seeking a dedicated and detail-oriented individual to manage the Purchase Order (PO) and Invoicing processes for funded contracts. The successful candidate will initiate the creation of POs, submit invoices against funded contracts, ensure data accuracy and integrity of such POs, and resolve issues related to non-payment and poor data quality. This role acts as a resource for the Research scientific community to address PO/invoice issues and requires strong collaboration with internal staff within Global Procurement, gRED Research and the Company Services & Solution (RSS) function and external parties.

Key Responsibilities:

PO Management: Manage the PO lifecycle by creating requisitions, monitoring, and facilitating PO closures to ensure accurate and up-to-date data.

Invoice Handling: Manage the submission of invoices to ensure that all invoices are processed promptly and accurately (e.g., according to payment terms).

Record Keeping: Deposit all fully executed funded contracts, including amendments, into the assigned Company's repository to create and maintain POs as appropriate.

Issue Resolution: Address issues related to non-payment and data quality, working to implement solutions and prevent recurrence.

Stakeholder Collaboration: Collaborate effectively with internal Procurement teams, gRED Research Staff, Finance and external parties to ensure open communication, effective processes and efficient issue resolution.

Data Accuracy: Maintain high standards of data accuracy, regularly reviewing and cleaning up data to ensure the integrity of the contracts and purchasing systems.

Data Entry: Ensure relevant databases and systems are kept up-to-date with accurate data and detailed information.

Process Improvement: Identify and potentially implement process improvements to enhance efficiency and accuracy within the PO lifecycle (i.e., requisition, approval, order creation, delivery, invoice submission and payment).

Required Skills and Qualifications:

Proven experience in managing Purchase Orders and its lifecycle (e.g., PO requisition and creation, invoice submission, maintenance and close-out).

Strong attention to detail and commitment to data accuracy.

Focus on customer service, fostering trust and collaboration.

Strong analytical skills, ability to occasionally work in an ambiguous environment and strong problem-solving skills.

Strong collaboration and communication skills (both verbal and written) to work with internal and external stakeholders and proven ability to clearly articulate issues, rationale and solutions.

Proficiency with procurement and invoicing systems.

Preferred Skills:

BA/BS and/or demonstrated relevant work experience

Experience working in a Finance or Procurement environment

Familiarity with automated systems for PO management and invoicing

Ability to contribute to or lead process improvement initiatives

By joining our team as a contractor, you will play a crucial role in ensuring the efficiency and accuracy of our PO processes, contributing to the overall success of our organization.