5365

OVERVIEW OF THE ROLE:
Support procurement operations at our client locations (or remote) by assisting business requestors, service providers, and the client Procurement organization in the day-to-day operations of our MSP & VMS programmes. Utilizing the AgileOne Vendor Management Tool, AccelerationVMS (or other external VMS, ERP & S2P systems), this position will maintain an organized process for the sourcing, identifying and on/offboarding of external services (RFx management), in addition to the up keep of system integrity and accuracy of our specific programme technology.

The Procurement Coordinator will play a crucial role in supporting the Source-to-Pay (S2P) outsourcing program for a leading Fortune 500 client. This role focuses on maintaining operational excellence in procurement systems, supporting contract management, demand intake, and ensuring compliance. The Procurement Coordinator will work closely with Procurement Professionals, assisting in daily procurement operations and reporting directly to the Procurement Manager. The role emphasizes the use and management of Vendor Management Systems (VMS) and other procurement technologies to ensure data accuracy, monitor payment schedules, milestones, deliverables, and timelines across the S2P process.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Assist Procurement Professionals in executing daily buying tasks and procurement activities.
• Collaborate with the Procurement team to ensure smooth demand intake processes, including the creation of requisitions, purchase orders, and tracking approvals.
• Provide administrative support across the S2P cycle, from requisition to payment, ensuring seamless execution of procurement workflows.
• Manage and maintain data accuracy within the VMS and other procurement platforms (e.g., SAP Ariba, Coupa, Oracle).
• Ensure that all supplier information, contracts, and purchase orders are up to date and compliant with internal and client requirements.
• Assist in troubleshooting system issues and work closely with the technology team to resolve any VMS-related problems.
• Assist in managing contract documentation, ensuring that all necessary agreements and terms are correctly uploaded into the system.
• Ensure that all contracts and procurement activities comply with client policies, legal requirements, and ethical sourcing standards.
• Perform compliance checks to verify supplier adherence to SLAs, performance metrics, and other contractual obligations.
• Monitor key project milestones, deliverables, and timelines to ensure that suppliers meet agreed-upon deadlines and objectives.
• Work with the Procurement team to ensure that payment schedules align with contract terms, milestones, and deliverables.
• Track and report on the status of outstanding milestones and deliverables, raising issues to the Procurement Manager as necessary.
• Ensure high data quality by regularly auditing procurement data, including supplier profiles, purchase orders, and contracts in the VMS.
• Support the Procurement Manager in generating reports on procurement performance, including metrics related to payment accuracy, milestones, and supplier compliance.
• Maintain dashboards and reports that provide visibility into procurement operations, data quality, and overall program performance.
• Act as a point of contact for internal stakeholders, including Procurement Professionals and the broader procurement team, to support their needs in managing sourcing activities.
• Coordinate with Finance, Legal, and IT teams to ensure that procurement activities align with corporate policies and client goals.
• Assist with the resolution of any procurement system-related inquiries from both internal stakeholders and suppliers.
• Support continuous improvement initiatives to enhance operational efficiency within the Source-to-Pay process.
• Assist in documenting and updating procurement workflows, guidelines, and best practices to improve overall procurement performance and compliance.
• Monitor adherence to compliance protocols across all procurement processes, identifying and escalating any potential risks or non-compliance issues.
• Track and monitor payment processes to ensure timely and accurate payments to suppliers, according to contract terms and milestones.
• Support the resolution of any payment-related discrepancies or issues by coordinating with accounts payable, suppliers, and procurement team members.
• Monitor the progress of procurement requests through their lifecycle, ensuring that all payment schedules and milestones are met.

SUPERVISORY RESPONSIBILITIES/# OF STAFF:
None

QUALIFICATIONS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily, in a fast paced environment.

JOB EXPERIENCE REQUIREMENTS:

• Proven experience as a Client Services Professional or Tactical Buyer
• Proven experience of operational and tactical buying and procurement.
• Experience of SAP Ariba, Coupa or similar ERP systems for procurement, ideally VMS experience
• Well rounded business acumen – pre experience from the MSP industry will be an asset
• Knowledge of labour and employment laws – in EMEA region is an advantage
• Excellent written and verbal communication skills
• Ability to analyze, and interpret general business periodicals, or governmental regulations
• Ability to pull/downloading reports, write business correspondence, and procedural manuals
• Ability to present information effectively to the client, groups of managers and/or suppliers

EDUCATION REQUIREMENT:
Bachelor’s degree (B. A.) (or equivalent) or equivalent combination of education, experience and training.

LANGUAGE/COMMUNICATION SKILLS (written & verbal):

• Must be fluent in English; any other language skills desirable
• Ability to read, analyse, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations
• Ability to create more advance reports using Exago will be an advantage, business correspondence, and procedural manuals.
• Ability to present information effectively and respond to questions from groups of managers, clients, customers, and the general public
• Ability to communicate with multi-level client contacts and all internal contacts in a clear and professional manner

COMPUTER/SYSTEM SKILLS REQUIREMENTS:

• Proven knowledge of computers including Windows environments, email, and the internet.
• Proficiency with MS Office applications including Excel, Word, PowerPoint, Outlook, Project and Visio.
• Proficiency with SAP SRM, Ariba, Coupa, or similar ERP systems.
• Ability to quickly learn proprietary technology. ERP/VMS experience will be a plus.

CERTIFICATES, LICENSES, REGISTRATION REQUIREMENTS:
None required

TRAVEL REQUIREMENT:
None to Minimal (5%)

PHYSICAL DEMANDS:
Office or home office-based role with associated lifting of minimal equipment, sitting / standing, repetitive actions.

Other Job Compensation: This position has no additional compensation.

Certifications/Licenses:

Polish Zloty

Computer/System Skills Requirements:

Benefits:

BENEFITS:

• Friendly atmosphere and supportive leadership
• International, dynamic work environment
• Market competitive salary
• Healthy lifestyle - Life Insurance, Mental Wellbeing Program, Multisport Card
• Pension Scheme, Nectar Points and Referral Awards

Grade: Global

Pay Min:

Pay Mid:

Pay Max:

Additional EEO:

Additional EEO 2:

Additional EEO 3:

Hours: Normal daytime business hours Monday through Friday

Time Zone: Europe/Warsaw

Day 1: Monday

Day 2: Tuesday

Day 3: Wednesday

Day 4: Thursday

Day 5: Friday