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Reports To: Director, Procurement
Position Summary: The Procurement Coordinator is responsible for a wide variety of duties including but not limited to; Procurement Requisition Approvals, Purchase Order creation, Vendor Invoice Management, Accruals and other procurement activities such as modifying purchase orders, posting invoices, reporting, and acting as subject matter expert on procure-to-pay process.
Duties and Responsibilities:
Vendor Invoice Management
- Strategic alliance with Accounts Payable Department to work through invoicing issues.
- Review invoice discrepancies vs purchase order pricing, quantity and contract related agreements and perform necessary rectification.
- Conduct root cause analysis for recurring discrepancies and communicate to Supplier, Site OM’s, Procurement and Accounts Payable.
- Review vendor statements, take resolution for ageing items and communicate action required to appropriate stakeholders.
Approvals
- Review and approval of Purchase Requisitions or Purchase Order Requests.
- Recommend additions/deletions to the item master.
- Recommend additions/deletions to the vendor master.
- Assists in preparation of budget templates.
- Works with Regional Buyer to review and correct vendor compliance issues.
- Responsible for reporting on all noncompliance (internal & external) procurement related issues.
- Manage the Receiver Follow Up Report.
- Validate Month End Accruals.
Reporting
- Receiver Follow-Up Report
- Month-end Accruals
- GR/IR (Good receipts / Invoice Receipts write off process)
- Spend Analysis
Purchase Order
- Create and amend Purchase Orders in SAP
- Ensure documents are executed per Capreit Signing Authority Delegation Procedure (SADP)
- Provide feedback and recommendations to update process documentation, as needed.
- Establish logistics of delivery schedules, tracking progress, and contacting clients and suppliers to resolve issues.
- Ensure Purchase Orders are successfully sent to vendors.
- Establish noble relationships with existing and potential buyers and suppliers to the organization.
Assist in Auditing
- Assist Management/Auditors during auditing period.
Others
- Update, maintain and file potential vendor brochures, quotation, and contracts.
- Respond to customers/suppliers’ inquiries and clarify requirements and provide information as necessary for services/goods related matters and concerns.
- Identify cost savings opportunities.
- May train procurement coordinators, site users and other end-users to achieved operational sustainability.
- Providing back-up to colleagues during vacations
- Ad hoc reporting and other project as assigned by management.
Qualifications:
- Bachelor's degree or college diploma in business administration, other related discipline, or 2 years’ experience in the shared environment.
- Proficient in MS office applications (Excel, Power Point, Word, Visio, MS Outlook, MS Teams, and SharePoint)
- Experience in SAP is an advantage.
- Knowledge and awareness on procure-to-pay process.
- Strong organizational, negotiation, communication, and interpersonal skills
- Attention to detail and a high level of accuracy.
- Proven time management skill and ability to handle multiple task assignments.
