Procurement Specialist/ Executive Assistant & Office Admin

Description

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

The Procurement Specialist / Executive Administrator & Office Administrator is a hybrid role responsible for supporting the Company's day-to-day procurement activities while also providing executive administrative and office management support.

Approximately 80% of the role is focused on transactional procurement activities, including supplier onboarding and administration, purchase order processing, procurement system maintenance, sourcing support, invoice and contract administration. The position works closely with the Procurement Manager and internal stakeholders to help ensure procurement transactions are completed accurately, efficiently, and in accordance with established policies and procedures.

The remaining 20% of the role provides Executive Administrator and Office Manager support, including calendar and meeting coordination, travel arrangements, office administration, document management, and other administrative activities necessary to support effective business operations.

Requirements

Procurement Specialist - Approximately 80%

• 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.

Supplier Administration & Onboarding

• 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.

Sourcing & Tender Support

• 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.

Spend Tracking, Reporting & Procurement Support

• 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.

Executive Administrator / Office Manager - Approximately 20%

• 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.

Office Management

• 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.

KNOWLEDGE, SKILLS & ABILITIES

• 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.

PHYSICAL REQUIREMENTS

• 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.

EMPLOYMENT REQUIREMENTS

• 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.