Procurement Governance Coordinator

Job Requirements

• 2–4 years of experience in document control, procurement coordination, project administration, proposal coordination, or a related role.
• Experience coordinating document review cycles, stakeholder inputs, approvals, or signoff workflows.
• Strong organizational skills with demonstrated ability to manage trackers, registers, deadlines, and multiple open requests.
• High attention to detail and comfort working with controlled documents, review records, and approval evidence.
• Proficiency in Microsoft Excel, SharePoint, Teams, and standard business systems.
• Strong communication and stakeholder coordination skills, including the ability to follow up professionally and escalate issues when required.
• Able to maintain confidentiality and handle sensitive commercial and procurement information appropriately.

Job Responsibilities

• Proposal Review & Approval Coordination:
• Own the intake, coordination, tracking, and closeout of procurement proposal review requests.
• Confirm required reviewers and approvers based on scope, commercial risk, technical requirements, and internal approval workflows.
• Distribute proposal packages and supporting documents to the appropriate stakeholders for review and signoff.
• Track review comments, decisions, outstanding actions, and approval status through completion.
• Follow up with reviewers and escalate overdue or blocked approvals to the Procurement Manager.
• Ensure final review records, approvals, and supporting documentation are complete before files are closed.
• Open Request Tracking & Reporting:
• Maintain a central tracker of open procurement requests, proposal reviews, approvals, and document control actions.
• Provide regular status updates that show request owner, scope, current status, next action, due date, and key risks.
• Identify requests at risk of delay and proactively coordinate follow-up with stakeholders.
• Support management reporting by maintaining accurate, up-to-date data on active and recently closed requests.
• Procurement SharePoint, Registries & File Storage:
• Support improvements to the procurement SharePoint environment, including folder structure, naming conventions, permissions, and document retrieval.
• Create, maintain, and improve procurement registries, logs, and controlled document lists.
• Ensure procurement files are stored consistently and include the required proposal, review, approval, contract, and supporting records.
• Promote consistent use of templates, file naming, version control, and document retention practices.
• Stakeholder Coordination & Process Support:
• Act as a central coordination point between Procurement and internal stakeholders during proposal reviews and approval workflows.
• Clarify review requirements, timelines, document expectations, and outstanding actions with stakeholder groups.
• Support the development and refinement of procurement review templates, intake forms, trackers, and process guides.
• Help identify opportunities to simplify, standardize, and improve procurement document workflows.
• Documentation, Compliance & Recordkeeping:
• Maintain organized procurement records in accordance with internal policies, approval requirements, and audit expectations.
• Ensure proposal review files include appropriate review evidence, signoffs, supporting correspondence, and final decision records.
• Maintain version control and prevent duplicate, outdated, or incomplete files from being used in active workflows.
• Support audits, reporting requests, and lessons learned by retrieving accurate procurement records when required.

Job Benefits

• Total Compensation package may be inclusive of annual incentive bonus, equity (long-term incentive).
• Health & Wellness: 100% company paid health insurance premiums (medical, dental, and vision) for employees, 75% company paid coverage for dependents; Company-paid short-term and long-term disability insurance; Voluntary life, critical illness, and accident coverage available; Health Savings Accounts (HSA); Employee Assistance Program and wellness resources.
• Retail & Financial Wealth: 401(k) retirement plan with company match; Access to financial planning and legal services; Time Off & Leave Programs: Paid Time Off (PTO) and paid holidays.
• Growth & Development: Internal skills training and advancement pathways; Professional development to support certifications, continuing education, or role related training.
• Community & Culture: Company events and team-building activities.