Procurement Operations Specialist

Position Overview: The Procurement Operations Specialist is responsible for executing and managing transactional procurement activities, ensuring that goods and services are acquired in a timely, efficient, and cost-effective manner. This role focuses on daily procurement tasks such as purchase order processing, maintaining purchasing master data (outline agreements, purchasing info records, source lists) supplier coordination, and ensuring proper documentation for all procurement transactions. The ideal candidate will be detail-oriented, able to handle a high volume of transactions, and possess strong communication skills for working with both internal teams and external vendors. Key Responsibilities: Purchase Order Processing:Create and process purchase orders (POs) in line with approved requisitions.Ensure all orders are accurately entered into the procurement system, meeting pricing, quantity, and delivery requirements.Follow up on open POs to ensure timely delivery of goods and services.Create and maintain purchasing master data, such as outline agreements, purchasing info records and source lists.Vendor Communication & Coordination:Communicate daily with suppliers to confirm order details, delivery timelines, and resolve any issues related to orders.Address transactional issues such as pricing discrepancies, delays, and quality issues with vendors.Ensure prompt resolution of supplier inquiries and requests related to order status or adjustments.Transaction Tracking & Documentation:Maintain accurate records of procurement transactions, ensuring all necessary documentation (purchase orders, contracts, invoices) is complete and compliant with company policies.Track and monitor the status of all procurement transactions from order placement to receipt of goods or services.Ensure all procurement-related documents are filed correctly for audit purposes.Invoice issue resolution:Work closely with the finance team to ensure supplier invoices match purchase orders and goods/services received.Investigate and resolve any discrepancies between POs, delivery receipts, and invoices.Assist in the timely processing of payments to suppliers, adhering to company payment terms. Supplier Performance & Relationship Management:Maintain day-to-day relationships with key suppliers, ensuring transactional issues are promptly resolved.Monitor supplier delivery schedules and performance to ensure compliance with agreed-upon terms.Provide feedback to strategic sourcing on supplier performance as part of the supplier assessment process and liaise with vendors on areas for improvement in delivery or service quality.Internal Stakeholder Support:Support internal departments (e.g., operations, finance, and logistics) by providing timely updates on procurement orders and deliveries.Assist with expediting urgent orders or changes to procurement requests to meet operational needs.Address internal queries related to procurement transactions in a timely manner.Compliance & Policy Adherence:Ensure all procurement transactions comply with the company's policies, procedures, and regulatory requirements.Support audits by providing accurate procurement documentation when requested.Contribute to the continuous improvement of transactional procurement processes and policies. Qualifications:Bachelor's degree in Business Administration, Supply Chain Management, or a related field (or equivalent experience).1-3 years of experience in transactional procurement, purchasing, or a related role.Familiarity with procurement systems (e.g., SAP, Oracle, or other ERP systems) and MS Office Suite. Experience with SAP S4/HANA is preferred. Strong organizational skills and attention to detail.Excellent communication skills for dealing with vendors and internal stakeholders.Ability to manage multiple procurement transactions simultaneously. Key Competencies:Proactive.High attention to detail and accuracy in processing procurement orders.Ability to handle a high volume of transactions under time pressure.Strong team player with a customer-service mindset.