Capex Project Coordinator – Technology Procurement

About the role

We are seeking a Capex Project Coordinator – Technology Procurement to join our team and support procurement operations for a leading technology organization's extended reality (XR) research and development initiatives. The Project Coordinator manages purchase requests from intake through delivery; processing orders, issuing POs, coordinating with vendors, tracking shipments, and ensuring nothing falls through the cracks. The role is operational, fast-paced, and detail-driven. This position directly supports researchers building the future of VR and AR by ensuring they receive the materials and services needed to keep projects on track.

Responsibilities

• Own a queue of procurement requests and drive each one to completion
• Submit purchasing cases, issue POs, and send to vendors with delivery confirmation
• Track active orders, follow up on delays, and coordinate with logistics and warehouse teams
• Maintain accurate, audit-ready task records that include clean titles, correct dollar amounts, current statuses according to SOP documentation
• Communicate regularly with vendors, approvers, and internal stakeholders to keep things moving
• Sourcing Support
• Submit sourcing cases when new suppliers need to be onboarded or when contracts are required for purchases
• Cook up quotes, evaluate supplier options, and move cases through the pipeline
• Track sourcing case progress and communicate status updates to requesters waiting on approvals
• Contract Coordination
• Draft, route, and execute contracts including professional service agreements, master service agreements, and standalone purchase agreements
• Coordinate signature routing through internal approval workflows and ensure timely execution
• Track contract status from initiation through full execution, following up with all parties to prevent delays
• Maintain organized records of contract documentation and link to associated purchase orders
• Vendor Communication & Follow-Up
• Serve as the primary point of contact for vendor coordination on active orders
• Maintain consistent, professional communication with suppliers regarding PO confirmations, delivery timelines, and issue resolution
• Follow up proactively when vendors are unresponsive, escalating through alternate contacts when necessary
• Ensure vendors have what they need to fulfill orders (shipping instructions, tax forms, receiving details)
• Process Improvement & SOP Management
• Review and edit Standard Operating Procedure documents to reflect current workflows and best practices
• Identify gaps or inefficiencies in existing processes and propose improvements
• Contribute to the development of standardized language, templates, and documentation that keep the team consistent
• Participate in monthly audits and use findings to drive continuous improvement
• SLA & Performance Standards
• Meet established response times for task intake, vendor communication, and stakeholder updates
• Maintain accountability through accurate task updates that reflect real-time status

Qualifications

• Required Qualifications:
• Strong organizational skills and attention to detail
• Professional written and verbal communication
• Comfortable working across multiple systems and coordinating with distributed teams
• Experience with contract workflows or vendor-facing communication
• Preferred Qualifications:
• Experience in tech/R&D & Capex environments
• Familiarity with PO lifecycle management, international shipping, or blanket purchase order processes
• Background in process documentation or SOP development
• Exposure to sourcing, supplier onboarding, or contract management platforms

Bonus Information

• Compensation Disclosure:
• The base salary range for this position is $90K – $145K annually.
• This range reflects the base pay that we reasonably expect to offer for the role across our hiring locations.
• Final compensation will be determined based on a combination of factors, including but not limited to: Geographic location (state and city of residence)Overall professional experienceDirectly relevant experienceEducation and certificationsIndustry knowledge and expertiseSkills and competencies
• Benefits Overview:
• Medical, dental, and vision insurance
• Paid time off (PTO), holidays, and sick leave
• 401(k) with company match or other retirement plan
• Life and AD&D Insurance
• Employee Assistance Program

Equal Opportunity Employer Statement

We are an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other status protected under federal, state, or local law. We also provide reasonable accommodations to individuals with disabilities and for sincerely held religious beliefs in all aspects of employment, including the application process.