Procurement Administrative Assistant

Position Summary

Reporting to the IT Manager, the Procurement Administrative Assistant supports a wide range of operational and administrative functions within the IT department. This role is responsible for managing purchasing activities, coordinating requests across multiple business groups, tracking assignments through completion, and providing general support. The position also contributes to reporting, analytics, and process improvement efforts that help drive operational efficiency.

Key Responsibilities

• Create, submit, and monitor purchase requests to ensure timely approvals and processing.
• Review and respond to requests for purchases, including hardware, software, subscriptions, and accessories.
• Verify the accuracy and completeness of requisition documentation, including statements of work, quotes, and related supporting materials.
• Provide purchase order support to internal stakeholders and address questions regarding status, approvals, and issue resolution.
• Partner with departments such as Finance, Supply Chain, and business leaders to ensure requests for goods and services are submitted accurately and on schedule.
• Care for end-user equipment requests, including purchase initiation, receipt confirmation, and deployment support.
• Maintain records and provide updates on procurement and IT support activities.
• Collect, organize, and analyze data from multiple sources to support business reporting needs.
• Maintain and update monthly key performance indicators (KPIs), metrics, and dashboards.
• Support purchase order receipt processes and related system activities.
• Identify opportunities to streamline processes and enhance efficiency through continuous improvement initiatives.
• Support technology teams and special projects by developing and distributing recurring reports that support operational decision-making.

Qualifications & Skills

• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• High level of accuracy and attention to detail.
• Excellent communication and interpersonal skills, with the ability to collaborate effectively across departments.
• Strong analytical, problem-solving, and critical-thinking abilities.
• Ability to adapt in a fast-paced environment and manage competing requests.
• Proficiency with Microsoft Office applications, particularly Excel, Word, and PowerPoint.
• Experience working with procurement or purchasing systems (such as Coupa or similar platforms) preferred.
• Comfortable working with data, reporting tools, and process documentation.