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Purchase Order Administrator

QualStaff Resources

Purchase Order Administrator

San Diego, CA
Full Time
Paid
  • Responsibilities

    Job Description

    SUMMARY: 

     

    The Purchase Order Administrator oversees the end-to-end purchase order lifecycle from initiation of a purchase requisition through the accounts payable process.  The position will report into the Procurement function, with dotted line matrixed reporting structure to the Controller. Responsibilities include ensuring purchase requisitions move expeditiously through the approval process, supporting the transition of the Purchase Order process to a new enterprise resource planning system, and working with key stakeholders to update and ensure company-wide adherence to standard operating procedures with a focus on consistency and efficiency. This person will be the Single Point of Contact (SPOC) for all activity related to Purchase Requisitions and Purchase Orders.

     

    RESPONSIBILITIES:

    • Serve as the Single Point of Contact (SPOC) for all purchase requisitions
      • Own the management of PRs after they are entered into the eRequisition tool or ERP, follow up with stakeholders at all levels, including the PR submitter (from all areas of the organization and the various approval levels including the SVP of Operations (approver), CFO (approver) and the Board of Directors (approver).
    • After PR approvals received, manage the release of the Purchase Oder (PO) and successful delivery to vendors for fulfillment partnering with Procurement, Buyers and Warehouse Operations 
    • Lead the transition of purchase requisition process from paper to digital on Day 1
    • Facilitate purchase requisition approvals, ensuring key context is included, and communicate with requestors and key approvers as needed – where necessary, fill in the blanks on critical inputs into the PR request, following up with the submitter for additional detail
    • Serve as the administrator of workflows within the purchase requisition software
    • Provide input into the Standard Operating Procedures (SOPs) development as necessary, and ensure adherence to processes
    • Develop, analyze and share reporting
    • Spearhead transition of purchase order lifecycle to new ERP system
    • Ensure purchase orders are updated in accounting / ERP system when purchasers seek to modify orders after initial approval
    • Manage processes to eliminate future potential of dummy or duplicate purchase orders in the accounting / ERP system
    • Serve as Finance liaison for issues associated with 3-way matching and vendor payments
    • Oversee document storage and integrity, including purchase requisitions, purchase orders, order confirmations, receiving forms / packing slips, and invoices

     

    KNOWLEDGE AND SKILL: 

    • Experience managing workflow approvals through matrixed organization
    • Proven track record of executing operational processes that are consistent, repeatable, and scalable
    • Knowledge of the purchasing process 
    • Skilled at Microsoft Office, including Excel
    • Knowledge of accounting software, specifically Quickbooks and Netsuite, a plus
    • Ability to develop, manage and analyze reports 
    • Self-motivated, proactive, curious, accountable, and flexible
    • Ability to work well under pressure, handle multiple projects and meet deadlines
    • Comfortable following up with senior level stakeholders with grace and purpose, being mindful of their time

     

    EDUCATION/EXPERIENCE REQUIRED: 

     

    • Bachelor's degree in business administration, operations management, supply chain management or equivalent work experience with High School degree / GED 
    • Minimum of 5 years of experience in administration, clerical record keeping, data entry, ERP system, executive support functions