Administrative Assistant – Purchase Order, Stakeholder Coordination

Stellenbeschreibung:

Process, track, and manage purchase orders and corporate card purchases from initiation through completion
Coordinate with finance, procurement, vendors, and department leads to resolve PO discrepancies, approvals, and status updates
Interface with vendors, suppliers, and service providers regarding order details, delivery timelines, and invoicing
Maintain organized records of POs, contracts, and related documentation and ensure compliance with internal purchasing policies
Schedule and coordinate procurement and budget-planning meetings, including agendas and materials
Reconcile expense reports and purchase documentation with finance teams
Manage administrative needs including office supplies, equipment orders, software license requests, and vendor communications
Support onboarding of new vendors or team members regarding procurement processes
Collaborate on cross-departmental projects and process improvements
Handle sensitive and confidential purchasing information with discretion

Requirements

5+ years of experience in an administrative, coordination, or procurement support role
Experience managing purchase orders, invoices, or vendor relationships
Excellent organizational skills with acute attention to detail
Strong written and verbal communication skills; comfortable coordinating across multiple stakeholders and departments
Fully bilingual in English (no exceptions)
Ability to balance multiple priorities in a fast-paced, deadline-driven environment
Proficiency with standard office and procurement/finance software (e.g., spreadsheets, PO/ERP systems)
Bachelor's degree (nice-to-have)
Experience supporting Directors, Senior Directors, or similar leadership (nice-to-have)
Familiarity with corporate procurement systems and approval workflows (nice-to-have)
Calm, solutions-oriented demeanor under pressure; strong sense of professionalism and discretion (nice-to-have)

Core Competencies

Demonstrates expertise in managing purchase orders, vendor relationships, and procurement processes while ensuring compliance with internal policies. Strong organizational and communication skills facilitate effective collaboration across departments and stakeholders.