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Procurement Administrative Specialist

2 months ago

Irving, Texas, United States ADASTAFF Full time
Job Overview

Position Summary: This role, under minimal supervision, is crucial in delivering vital administrative and clerical assistance to the Corporate Procurement Team, significantly contributing to the essential operations of the Procurement Department. Additionally, this position aids the Sourcing Team by ensuring accurate vendor setup within the system and facilitating the efficient rerouting of vendors to the relevant employees and departments.

Key Responsibilities:
  1. Act as a communication bridge via electronic correspondence and phone calls between external vendors and internal corporate divisions.
  2. Collaborate with various departments during the re-onboarding process for current vendors.
  3. Support accounts payable in addressing vendor management challenges to guarantee prompt payments.
  4. Oversee and keep current vendor documentation in alignment with company regulations.
  5. Provide technical assistance to vendors and the Ariba team throughout the onboarding process.
  6. Maintain all necessary records for vendor verification and auditing purposes.
  7. Update the Vendor Management spreadsheet to monitor tasks and progress.
  8. Ensure high standards of customer service and confidentiality in all responsibilities.
  9. Offer backup support for the Purchasing Clerk and other Administrative Team members as required.
  10. Execute additional tasks as assigned as the role evolves within the Administrative Department.
Education & Experience:
  1. High School Diploma, GED, or equivalent is required; an Associate degree is preferred.
  2. A minimum of 2 years of experience in a comparable role.
  3. A combination of relevant education and/or experience may be considered.
Knowledge, Skills, & Abilities:
  1. Strong coordination and management of purchasing systems and procedures.
  2. Ability to interpret and make decisions in accordance with applicable laws, regulations, and policies.
  3. Effective collaboration with executive and management personnel across all levels of the organization.
  4. Exceptional customer service capabilities.
  5. Clear and concise communication skills, both verbal and written.
  6. Outstanding organizational skills and composure, especially in handling high volumes of email traffic.
  7. Proficiency in Microsoft Teams, Excel, Word, and Outlook.
  8. High level of accuracy and attention to detail in managing a demanding workload.
  9. Excellent communication skills, representing the company in a professional manner.
  10. Strong follow-up abilities, ensuring timely resolution of vendor issues.
  11. Commitment to maintaining confidentiality at all times.