Job Duties
• Sourcing & Procurement Process Support
• Support Procurement Managers in the execution of sourcing events, including Request for Information (RFI), Request for Proposal (RFP), and competitive bid processes.
• Coordinate sourcing timelines, intake requests, and milestone tracking to ensure projects progress efficiently and meet internal deadlines.
• Assist in spend analysis, supplier comparisons, and preparation of sourcing decision documentation.
• Facilitate end-to-end procurement approval workflows, ensuring required reviews and approvals (Procurement, Legal, Finance, Leadership) are obtained in the proper sequence.
• Track approvals, follow up with stakeholders, and ensure no sourcing or contracting activity proceeds without appropriate authorization.
• Maintain standardized process documentation and approval templates to promote consistency and audit readiness.
• Contract & Documentation Coordination
• Coordinate contract routing for review, signature, and execution in partnership with Legal, Finance, Leadership, and Procurement.
• Ensure all contracts, amendments, and supporting sourcing documentation are accurately entered and maintained in the designated contract management system.
• Maintain organized records of executed agreements, approvals, and sourcing artifacts in accordance with retention and compliance requirements.
• Compliance, Ethics & Governance Support
• Ensure sourcing and procurement activities comply with corporate procurement policies, ethics standards, and regulatory requirements.
• Support documentation related to supplier due diligence, conflicts of interest, and required compliance attestations.
• Supplier & Stakeholder Coordination
• Serve as a point of coordination between Procurement Managers and internal stakeholders.
• Coordinate communications with suppliers related to sourcing approvals, documentation requests, and administrative requirements.
• Support resolution of administrative or process-related supplier issues.
• Systems & Tools
• Utilizes Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Teams/SharePoint) to develop and maintain trackers, reports, dashboards, and standardized templates; ensures effective communication management and document control.
• Supports the SAP (ERP) purchase requisition and purchase order lifecycle, including vendor master coordination (as applicable); monitors goods receipt and invoice status visibility; and prepares basic reports in alignment with company controls.
• Creates and manages sourcing events (RFI/RFP) in SAP Ariba (Sourcing, Buying & Invoicing, Contracts, as applicable), supports supplier collaboration, routes approval workflows and contract workspaces, and coordinates supplier onboarding and required document collection.
• Routes agreements for review and signature using contract lifecycle management and electronic signature tools (e.g., Ariba, Adobe Sign); maintains executed agreements and tracks contract renewal and expiration dates.
• Supports KPI tracking using reporting and analytics tools (e.g., Power BI, Tableau), including monitoring cycle times, workload, and compliance metrics; prepares leadership ready summaries and reports.
• Manages work intake using ticketing systems (e.g., Jira), including logging and prioritizing requests and documenting status updates and approval decisions.
• Reporting & Analytics
• Develop and maintain procurement reports and dashboards related to sourcing activity, approval cycle times, contract status, and compliance metrics.
• Track key process performance indicators (e.g., sourcing cycle time, approval turnaround, contract execution timelines).
• Prepare summary materials and reports for Procurement leadership reviews and planning meetings.
• Other Responsibilities
• Provide general administrative and analytical support to the Procurement organization as needed.
• Perform other duties as assigned to support Procurement Strategies and organizational objectives.