Office & Procurement Coordinator

Convatec•Lexington, MA

1d•Onsite

About The Position

The Office & Procurement Coordinator owns end-to-end procurement for the Lexington site and serves as the primary point of contact for employees, visitors, vendors, and contractors. Reporting to the EHS and Facilities Manager, the role purchases goods and services on the site's behalf within approved budgets and company policy, resolves procurement and reconciliation issues with limited supervision, and maintains a professional, welcoming, and well-run office. Approximate time allocation is 50% site procurement, 40% office coordination and reception, and 10% administrative support. The position is onsite five days a week for 40 hours per week. Occasional work outside standard hours may be needed to support site events. It regularly involves standing and walking throughout the site and lifting, carrying, and moving packages, deliveries, and supplies weighing up to 25 pounds, as well as setting up for meetings and site events. The role uses Canva or similar design tools for site communications and event materials.

Requirements

High school diploma or equivalent required.
Three to five years of professional experience in office administration, procurement, or purchasing support, including at least two years of hands-on purchase-order and vendor-management experience.
Demonstrated experience with purchasing processes, vendor management, invoice coordination, and budget tracking.
Experience using SAP or another ERP system for vendor administration, purchase requisitions, and purchase-order management is required.
Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
Strong customer-service, administrative, organizational, and communication skills.
Demonstrated professionalism, courtesy, and a strong customer-service mindset.
Excellent time management and the ability to manage and prioritize multiple responsibilities, deadlines, and stakeholder requests.
Ability to anticipate challenges, identify needs, and proactively implement solutions.
Meticulous attention to detail in managing purchase orders, invoices, budgets, vendor records, and financial documentation.
Discretion and integrity when handling confidential business, financial, and employee information.
Strong organizational skills for physical workspaces and information, including contracts, purchasing records, invoices, and vendor files.
Ability to build strong working relationships across departments and with external suppliers.
Strong communication and interpersonal skills to interact effectively with employees, leadership, vendors, contractors, and visitors.
Ability to work independently, exercise sound judgment, and know when to escalate issues.
Continuous-improvement mindset and willingness to identify inefficiencies and implement process enhancements.
Strong analytical and problem-solving skills to reconcile discrepancies and resolve procurement, vendor, and invoice-related issues.
Collaborative ability to partner with R&D, Facilities, EHS, Finance, Accounts Payable, Procurement, and Site Leadership teams.
Working knowledge of procurement, purchasing, and accounts payable processes.

Nice To Haves

Associate's or bachelor's degree preferred.
SAP experience strongly preferred.
Experience in a laboratory, manufacturing, healthcare, life sciences, or corporate office environment is a plus.
Canva or similar design tools for site communications and event materials.

Responsibilities

Greet employees, visitors, and guests; direct or escort them as appropriate while following security procedures.
Receive and distribute mail, documents, packages, and courier deliveries; assist with outgoing mail and maintain small mail-room supplies.
Assist guests with sign-in and sign-out procedures and coordinate site access controls, such as badging, in accordance with facility rules.
Perform administrative and clerical support tasks.
Maintain an organized, clean, and efficient office environment responsive to colleagues' needs.
Track, order, and organize office and kitchen supply inventory; coordinate orders and deliveries and keep office and kitchen areas stocked.
Organize, order, and clean up the weekly Lexington office lunch.
Oversee general upkeep of the office, including conference rooms, kitchen, and reception area, and manage office equipment and vendors.
Assist in developing local onboarding and offboarding processes and coordinate related actions with stakeholders.
Partner with site activity committee members to plan, coordinate, and execute site events, such as holiday parties, team-building events, and happy hours.
Identify, propose, and implement processes that improve office operations.
Own purchasing for site laboratory consumables, facilities, and office needs within approved budgets and blanket purchase orders; capital project purchasing remains with the respective business departments.
Create, maintain, and track purchase orders and annual blanket purchase orders.
Monitor procurement spending, provide budget and purchase-order utilization updates to stakeholders, and prepare monthly purchase-order accrual reports by cost center.
Coordinate vendor onboarding, including submitting new vendor requests to the Master Data team, and provide ongoing supplier support.
Hold a site P-Card; process, reconcile, and cross-charge P-Card purchases to appropriate cost centers and projects; prepare related expense reports in compliance with company policies.
Review, track, and coordinate invoice approvals and payment processing with Accounts Payable.
Serve as the site's SAP procurement super user and central point of contact; enter site requisitions and purchase orders, reallocate costs to cost centers, reconcile transactions, and resolve issues.
Investigate and resolve non-routine procurement issues, including purchase-order, invoice, receipt, and cost-center discrepancies, escalating to budget holders or Finance as needed.
Partner with Finance, Accounts Payable, Procurement, Facilities, EHS, and R&D to ensure timely acquisition of goods and services.
Maintain procurement records and ensure compliance with purchasing policies and internal controls.
Develop and improve procurement processes to increase efficiency, cost effectiveness, and service support across the site.
Act as the primary site liaison between internal customers and external vendors on purchasing and procurement matters.
Provide administrative support as requested, including calendar management, schedule changes, meeting coordination, and travel arrangements.
Support executive assistants and site leaders with tasks such as expense report preparation, visitor coordination, and preparation for leadership meetings and catered events.
Purchase goods and services within approved budgets, blanket purchase orders, and assigned P-Card limits; spend approvals remain with budget holders under the company's delegation of authority.