Administrative Coordinator - Procurement Services

Role Summary

The Administrative Coordinator – Procurement Services provides routine administrative and operational support to one or more Procurement Services managers or business functions. This role supports procurement programs through structured coordination, documentation management, and systems-based administrative support. The position is responsible for collecting and organizing data, preparing correspondence, and supporting information requests, reports, and standardized procurement intake processes.

Autonomy & Decision-Making:

• Follows directions, makes decisions on routine matters, and refers all exceptions to supervisor.

Career Path:

• Senior Administrative Coordinator or other functional support roles.

Key Role Responsibilities - Core

ADMINISTRATIVE FAMILY - CORE

• Provides administrative support to one or more managers or functions, including scheduling, meeting coordination, preparation of materials, expense reporting, filing, and general administrative assistance.
• Processes and distributes incoming communications and responds to routine requests that do not require supervisor involvement.
• Maintains organized records, files, and documentation in accordance with departmental standards.
• Demonstrates a positive and professional attitude, maintaining composure under pressure.
• Demonstrates willingness and ability to work collaboratively and cross-functionally to obtain information and support department objectives.
• Exercises discretion and integrity with confidential and sensitive information.

PROCUREMENT-ALIGNED OPERATIONAL SUPPORT

• Administers and maintains procurement-related trackers, logs, and documentation supporting vendor coordination, agreement status, approvals, and action items.
• Ensures procurement agreements, records, and supporting documentation are stored according to Procurement Services best practices within approved enterprise systems (e.g., Teams, SharePoint).
• Supports the administration and documentation of structured procurement workflows, including RFIs, RFQs, RFPs, and other standardized request or intake processes.
• Assists with monitoring active procurement agreements by tracking expiration dates, required follow-up actions, and coordinating meetings between Procurement, suppliers, Legal, and internal stakeholders.
• Collects information from enterprise systems and stakeholders to support routine reports, trackers, and procurement documentation.
• Supports adoption and consistent use of Procurement Services tools, templates, and processes by providing coordination and administrative support to internal stakeholders.

Key Role Responsibilities - Additional Core

N/A

Knowledge, Skills & Abilities

• Ability to perform work accurately and completely, and in a timely manner
• Communication skills, verbal and written
• Ability to conduct effective presentations
• Organizational skills
• Ability to deliver quality through attention to detail – Intermediate
• Proficiency in MS Office – Intermediate
• Ability to learn and use a variety of software, tools and systems necessary to meet business needs – Intermediate
• Thorough knowledge of organizational structure and available resources
• Ability to quickly and effectively solve complex problems – Intermediate

• Thorough knowledge of administrative, office and general accounting procedures and standards – Intermediate
• Ability to build relationships and collaborate within a team, internally and externally

Education

• High School Diploma or GED (Required)
• Associate’s degree in office administration or related field (Preferred)
• In lieu of the above requirements, equivalent relevant experience will be considered.

Experience

• 2+ years administrative support experience (Required), 5 years (Preferred)

Working Environment

Benefits Information

The benefits package aligned to this position is Professional Non-Union. Please click the link below for more details.

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