Procurement Administrator

About the role

The Procurement Administrator supports the procurement function through the administration of vendor records, purchase order processing, transaction monitoring, reporting, and compliance activities. The role develops foundational procurement knowledge while providing support to internal stakeholders, vendors, and operational teams.

Key Responsibilities

• Create and maintain purchase orders and supporting documentation.
• Process purchase order updates, revisions, and closures.
• Maintain vendor records and master data within company systems.
• Monitor open purchase orders and follow up on outstanding items.
• Respond to routine vendor and internal stakeholder inquiries.
• Aid in resolving purchase order, receiving, and invoice discrepancies.
• Cook up with vendors and internal departments regarding procurement transactions.
• Greet guests and visitors in a professional and courteous manner.
• Screen, direct, and respond to incoming calls, emails, and general inquiries.
• Manage incoming and outgoing mail and courier shipments.
• Process and coordinate FedEx and other shipping requests.
• Maintain a clean, organized, and professional reception area.
• Provide front desk coverage and administrative support from 12:00 PM to 5:00 PM.
• Prepare procurement reports and transaction tracking information.
• Support adherence to procurement policies, procedures, and approval requirements.
• Maintain accurate procurement records and supporting documentation.

Competency Requirements

• Demonstrate foundational knowledge of procurement processes, purchasing controls, vendor management, and purchase order administration.
• Learns and applies company procurement policies, procedures, and systems.
• Identifies discrepancies in purchasing transactions and supporting documentation.
• Builds effective working relationships with vendors and internal stakeholders.
• Provides responsive support and professional customer service.
• Communicates procurement information clearly and professionally.
• Maintains accurate and complete purchasing records and documentation.
• Presents timely, accurate work with strong attention to detail.
• Demonstrates willingness to learn and improve procurement processes.
• Adapts to new systems and technologies effectively.

Education Requirements

• A High School Degree or equivalent.

Work Experience Requirements

• 0-2 years relevant accounting experience.

Skills, Abilities, And Other Requirements

• Proficiency in Microsoft Excel and other Microsoft Office applications.
• Knowledge of ERP systems and procurement applications.
• Strong customer service and stakeholder support skills.
• Strong organizational and record management skills.
• Strong communication and documentation skills.
• Ability to review transactions for accuracy and completeness.
• Ability to prioritize workload and manage multiple tasks in a deadline-driven environment.
• Demonstrated problem-solving skills with the ability to research and resolve routine discrepancies.
• Conscientious worker who can work independently or in a team setting with minimal supervision.