Procurement Category Coordinator

POSITION OVERVIEW:
The Procurement Category Coordinator supports procurement operations by administering contract lifecycle activities, maintaining accurate procurement and supplier data, and coordinating sourcing and transactional processes. Serving as a key liaison among suppliers, Procurement, Legal, Accounts Payable, Finance, Compliance, Supplier Quality, business stakeholders, and field teams, the role helps ensure contracts, purchase orders, change orders, invoices, and related records are complete, timely, and compliant with company policies, governance requirements, and applicable regulations.

Working with a high degree of independence, the coordinator manages contract repositories and procurement systems, validates contract metadata and invoice documentation, monitors contract values, commitments, renewals, obligations, and performance, and supports the timely resolution of discrepancies and escalations. The role also coordinates RFP and RFQ activities, supplier and stakeholder communications, contract documentation and quality reviews, and general administrative support for the Procurement team.

Through reporting, analytics, automation, and disciplined process management, the coordinator safeguards data integrity, strengthens compliance, improves service levels and operational efficiency, and helps minimize commercial and contractual risk. Success in this role requires strong attention to detail, sound judgment, proactive customer service, and effective collaboration across global and cross-functional teams.

KEY RESPONSIBILITIES:

• Research/resolve purchase orders, change orders, work queues, and related transactional processes. Research and resolve invoice, pricing, receiving, and payment discrepancies with suppliers, Finance, and business stakeholders; validate authorized adjustments and monitor issues through timely resolution in accordance with service levels and escalation procedures.

• Coordinate contract documentation, approvals, execution, amendments, closure, and post-signature administration. Review contracts and supporting records for completeness, accuracy, policy compliance, and alignment with approved pricing, scopes, requisitions, and purchase orders; route exceptions for appropriate review and track obligations, renewals, and performance commitments.

• Maintain contract and supplier records in Procure-to-Pay and other enterprise systems. Upload executed documents and accurate metadata, protect confidential information, perform periodic validation and cleansing, maintain supplier master data, and issue advance alerts for renewals, expirations, and required stakeholder actions.

• Support RFPs, RFQs, supplier communications, bid administration, scheduling, and contract activities. Partner with Procurement, Legal, Finance, Compliance, Supplier Quality, business stakeholders, and suppliers to execute sourcing processes, resolve issues, and coordinate supplier performance activities.

• Develop reports, dashboards, and visualizations; analyze Source-to-Pay data to identify trends, risks, root causes, and process gaps. Support automation, system enhancements, training, change management, and documentation of procedures, controls, and best practices to improve quality, cost, delivery, and operational efficiency.
   

EDUCATION QUALIFICATIONS:

• A High School Diploma or GED is required (a Bachelor's degree in Supply Chain or Business is preferred but not mandatory).

• 1 - 3 years of contract administration/management, purchasing, buying, negotiation or accounts payable experience.

• Prior experience with procurement platforms and enterprise financial systems.

• Professional certifications in Procurement, Supply Chain Management, Project Management (PMP/PRINCE2), Data Analytics, or related disciplines preferred.

EXPERIENCE QUALIFICATIONS:

• Analytical and technical: Data analytics, visualization, business reporting, root-cause analysis, process mapping, data governance, and attention to detail.

• Process improvement: Continuous-improvement methodologies, an automation mindset, innovation, and a commitment to ongoing learning.

• Communication and service: Excellent written, verbal, organizational, interpersonal, and customer-service skills.

• Collaboration and stakeholder management: Ability to build effective relationships, work across teams, resolve conflict, and manage escalations appropriately.

• Execution: Customer-focused, action-oriented, and accountable, with the ability to plan, prioritize, adapt, and drive results.

• Inclusive teamwork: Demonstrates resilience and values diverse perspectives and an inclusive work environment.

SKILLS AND ABILITIES:

• Invoice and Payment Resolution

• Research and resolve invoice mismatches, pricing or receiving errors, payment issues, and billing disputes by coordinating with suppliers, Accounts Payable, Finance, Procurement and business stakeholders.

• Obtain corrected invoices, validate and approve authorized adjustments in procurement systems, and monitor resolution through payment to protect service levels and schedules.

• Contract Administration and Quality Assurance

• Coordinate the contract lifecycle, including document collection, review, approvals, execution support, amendments, closure, and post-signature administration.

• Review contracts and supporting documents for completeness, accuracy, policy compliance, and alignment among approved terms, pricing, scopes of work, requisitions, and purchase orders.

• Coordinate contract quality assurance by identifying missing signatures, incorrect dates, non-standard terms, other errors/missing data, or other exceptions and route them for appropriate legal, compliance, or management review.

• Track obligations, renewals, performance commitments, cycle time, cost savings, and other contract KPIs; coordinate timely stakeholder actions and escalations.

• Contract Repository and Data Governance

• Maintain the contract system of record and related Procure-to-Pay platforms, ensuring executed agreements, amendments, approvals, and supporting documentation are complete, current, secure, and accessible.

• Upload and govern accurate metadata, including supplier, category, business owner, key terms, expiration and renewal dates, obligations, notification periods and document tags.

• Perform periodic reviews and data cleansing.

• Maintain supplier master data, obtain required documentation, protect confidential information, and issue advance alerts for renewals, expirations, and stakeholder actions.

• Sourcing and Cross-Functional Coordination

• Coordinate procurement documentation and support RFP, RFQ, and other sourcing events, including supplier communications, scheduling, bid administration, and contract support.

• Partner with Sourcing, Finance, Legal, Compliance, Supplier Quality, business stakeholders, and suppliers to execute procurement activities, resolve issues, and support supplier performance initiatives.

• Manage work queues, deadlines, service-level commitments, and escalation procedures to ensure timely, accurate, and consistent service delivery.

• Reporting, Analytics, and Continuous Improvement

• Develop dashboards, reports, and visualizations that provide actionable procurement insights and support data-driven decisions.

• Analyze Source-to-Pay data to identify trends, root causes, process gaps, risks, and opportunities to improve quality, delivery, cost, and operational efficiency.

• Support cross-functional projects, change management, training, automation, and system enhancements; document and share procedures, controls, best practices, and lessons learned.

• Perform other procurement and contract-management responsibilities as assigned.

Our people are passionate about what they do, the product they sell, and the customers they serve. If you're looking for an opportunity to be a part of a work family that values collaboration, innovation and dedication, we're the right company for you.

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