Procurement Specialist/ Executive Assistant & Office Admin

Description

 If you like a variety of work in your day, this job is perfect for you!   Local candidates only.

• Manage day-to-day purchase requisition and purchase order activities, including creating, processing, tracking, updating and closing purchase orders.
• Review purchase requisitions for completeness, appropriate coding, supporting documentation, and required approvals.
• Monitor open purchase orders and follow up with  internal stakeholders and suppliers to address outstanding items.
• Assist with maintaining the purchase order approval hierarchy and established procurement workflows.
• Support the resolution of purchase order, receipt, and invoice discrepancies in coordination with Finance and internal      stakeholders.
• Help ensure purchases are made through approved  suppliers and established procurement channels.
• Support controls relating to online ordering and non-PO purchases.

• Ability to remain in a stationary position for extended periods.
• Work is primarily performed in an office environment and requires the ability to operate standard office equipment and keyboards.
• Ability to walk short distances and occasionally lift and carry small parcels, packages, office supplies, and other items.

• Willingness to submit to pre-employment background check and drug screening.
• Compliance with Company Drug Free Workplace Policies.
• Ability to obtain a Transportation Worker Identification Credential (TWIC), if required for the position.

• Coordinate new supplier onboarding 
• Maintain accurate supplier information, including purchasing details, payment terms, contacts, and supporting documentation.
• Assist in maintaining preferred supplier lists and procurement catalogs.
• Monitor supplier documentation and follow up on outstanding or expired information as required.
• Support supplier performance tracking, including delivery performance, service issues, and supplier error rates.
• Maintain organized electronic supplier and procurement records.

• Assist the Procurement Manager with day-to-day sourcing activities and competitive bidding processes.
• Identify potential suppliers and obtain quotations for goods and services.
• Prepare and issue routine RFQs and support RFP activities as assigned.
• Coordinate bidder communications, proposal receipt, and procurement documentation.
• Prepare commercial bid comparisons and pricing  summaries for review.
• Assist with scheduling supplier meetings, clarification sessions, and evaluations.
• Maintain sourcing documentation to support procurement governance and audit requirements.

• Prepare routine procurement reports, including purchase order activity, supplier spend and outstanding order
• Assist with monitoring supplier and procurement KPIs.
• Identify recurring transactional issues and recommend opportunities to improve procurement processes and controls.
• Assist with procurement-related training and guidance for internal users.
• Support inventory-related procurement activities and  processes, where applicable.

• Provide administrative support to designated senior leadership, including calendar management and meeting coordination.
• Schedule internal and external meetings and coordinate meeting logistics.
• Coordinate business travel arrangements and itineraries, as required.
• Assist with meeting preparation 
• Handle business information and correspondence with appropriate confidentiality and discretion.
• Provide general administrative support to leadership as business needs require.

• Coordinate routine office administrative activities to support an organized and professional workplace.
• Manage office supplies and coordinate replenishment while following established procurement procedures.
• Serve as a point of contact for routine office-related supplier and service matters.
• Coordinate office maintenance and service requests with appropriate internal teams and external providers.
• Assist with onsite meetings, visitors, and other office logistics when required.
• Maintain appropriate office files, records, and administrative documentation.
• Help identify opportunities to improve office administration, organization, and efficiency.
• Perform other reasonable administrative duties necessary to support efficient office operations.

• Experience in procurement, purchasing, supply chain, finance, or a related business function preferred.
• Experience providing administrative, executive support, or office management support preferred.
• Strong understanding of purchase orders, supplier administration, quotation processes, and procurement documentation.
• Experience working with ERP or purchasing systems; IFS experience is preferred.
• Strong proficiency in Microsoft Office, including Excel, Word, PowerPoint, Outlook, and Teams.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Strong attention to detail and commitment to accuracy.
• Ability to work effectively in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to communicate professionally with suppliers, employees, management, and senior executives.
• Ability to appropriately handle confidential and commercially sensitive information.
• Strong follow-up skills and ability to independently track activities through completion.
• Customer-service-oriented approach with the ability to support multiple internal stakeholders.
• Ability to exercise sound judgment and escalate procurement or administrative issues appropriately.
• Ability to identify opportunities for process improvement and increased efficiency.