Procurement Operations Coordinator

POSITION RESPONSIBILITIES

Responsibilities:

• Coordinate and administer procurement activities for assigned departments, exercising independent judgment in the sourcing, acquisition, and delivery of goods and services.
• Review, evaluate, and onboard new suppliers, ensuring compliance with organizational procurement standards, risk requirements, and operational needs.
• Analyze supplier performance and facilitate supplier relationship management activities, including supplier updates, issue resolution, and process improvements.
• Serve as a procurement consultant to departments by interpreting procurement policies, recommending appropriate purchasing strategies, and resolving complex purchasing and supplier-related issues.
• Exercise delegated authority to facilitate the procurement of small-dollar goods and services utilizing approved procurement systems, technologies, and purchasing methods.
• Investigate, analyze, and resolve invoice discrepancies, procurement exceptions, and supplier payment issues with internal stakeholders and external vendors.
• Manage complex purchase orders from initiation through fulfillment, including issue resolution, order tracking, expediting deliveries, and coordinating corrective action when required.
• Reconcile organizational purchasing card (P-Card) transactions, review expenditures for policy compliance, identify discrepancies, and recommend corrective actions.
• Monitor procurement workflows and administrative operations, establishing priorities and assigning work to clerical support staff to ensure efficient service delivery.
• Coordinate, train, and provide day-to-day direction to clerical personnel while monitoring workload distribution and operational effectiveness.
• Maintain operational continuity by providing coverage for key administrative and procurement functions during staffing absences.
• Respond to internal and external inquiries regarding procurement, supplier management, and administrative operations, utilizing independent judgment in determining appropriate resolutions.
• Research, analyze, and communicate complex operational, procurement, and financial data to support informed business decisions.
• Interpret and apply organizational policies, procedures, and procurement guidelines to resolve non-routine issues and recommend process improvements.
• Oversee front-office operations, including administration of the general office communication line, coordination of mail distribution services, and resolution of related operational issues.
• Identify opportunities to improve procurement efficiency, customer service, internal controls, and administrative processes.
• Perform other related duties and special projects as assigned.

QUALIFICATIONS

• Minimum of 2-4 years of progressively responsible experience in procurement, supplier management, purchasing operations, contract administration, accounts payable, or related business operations functions.
• Experience in higher education, healthcare, government, or other highly regulated environments preferred.
• Demonstrated experience analyzing procurement transactions, resolving supplier issues, administering purchasing processes, and supporting operational decision-making.
• Experience coordinating multiple priorities, managing vendor relationships, and interpreting organizational policies and procedures.

• Strong knowledge of procurement, supplier management, and purchasing processes.

• Ability to exercise sound judgment and independently resolve procurement, supplier, and invoice-related issues.

• Proficient in Microsoft Office Suite and enterprise procurement/ERP systems.

• Strong analytical, organizational, and problem-solving skills.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Excellent written, verbal, and interpersonal communication skills.

• Skilled in data analysis, reconciliation, and reporting.

• Ability to interpret and apply policies, procedures, and compliance requirements.

• Strong customer service orientation and stakeholder relationship management skills.

• Ability to coordinate workflow, prioritize tasks, and support operational efficiency.

• Demonstrated initiative, professionalism, and attention to detail.
• Commitment to confidentiality, accountability, and continuous process improvement.

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