Purchasing Agent I

About This Role

The Purchasing Agent I supports purchasing operations by onboarding and maintaining supplier records, collecting and validating tax and banking information, evaluating 1099 reportability, and providing supplier customer service. This role also supports supplier onboarding within the marketplace system and tracks key performance indicators (KPIs) to support operational efficiency, compliance, and continuous improvement.

Supplier Customer Service

• Serve as the primary relationship owner for supplier onboarding within a peer-to-peer marketplace, facilitating end-to-end integration with P2P provider, catalog connectivity, and ongoing system health
• Diagnose and resolve multifaceted marketplace issues spanning onboarding workflows, payments, tax compliance, account status, and platform functionality, balancing speed with accuracy
• Act as a trusted advisor to suppliers by communicating clearly, professionally, and proactively to drive adoption, confidence, and long-term engagement
• Navigate and escalate complex or high-risk issues across internal teams, ensuring accountability and end-to-end resolution

KPI Tracking and Reporting

• Monitor procurement and supplier onboarding KPIs, including onboarding cycle time, supplier compliance, and issue resolution performance, translating metrics into actionable insights
• Develop and maintain accurate operational logs, reports, and dashboards to support transparency, performance tracking, and leadership decision making

Supplier Onboarding and Maintenance

• Manage end-to-end supplier onboarding, including setup, validation, and activation in internal systems
• Collect, review, and verify supplier documentation (e.g., W-9/W-8 forms, banking details, certificate of insurance)
• Ensure supplier records are complete, accurate, and maintained in compliance with university and state policies
• Update supplier information as changes occur (address, tax status, payment method, etc.)

Tax Compliance and 1099 Evaluation

• Evaluate suppliers for 1099 reportability in accordance with IRS regulations
• Maintain accurate tax classifications and documentation
• Support annual 1099 preparation by ensuring supplier data accuracy
• Respond to supplier inquiries related to tax reporting and documentation

Banking and Payment Support

• Facilitate setting up ACH and other payment methods
• Cookordinate with internal teams to resolve payment issues or discrepancies
• Ensure secure handling of sensitive financial and tax data
• Process payments securely

Process Improvement and Collaboration

• Identify opportunities to improve onboarding efficiency and data accuracy
• Maintain documentation of procedures and best practices
• Collaborate with Accounts Payable and Procurement teams
• Support audits and internal reviews related to supplier data and compliance