Procurement Administrative Coordinator - Mesa, AZ

A New Leaf•Mesa, AZ

20h•Hybrid

About The Position

The Procurement Administrative Coordinator provides administrative and operational support to the Procurement function, including purchasing transactions, vendor documentation, recordkeeping, and procurement tracking. The position works closely with the Senior Procurement & Vendor Management Specialist and partners with Real Estate/Facilities to support efficient operations, compliance, and continuity of services.

Requirements

High School Diploma or GED required.
Previous experience in procurement, purchasing coordination, administrative operations, or operations support preferred.
Strong organizational skills with exceptional attention to detail.
Demonstrated ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment.
Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook; experience with procurement or facilities management software is a plus.
Strong communication and collaboration skills with the ability to appropriately escalate and assist in resolving issues.
Experience tracking and maintaining accurate records for reporting and compliance purposes.
Proven ability to deliver high-quality customer service to internal teams and external vendors.
Must Be At Least 21 Years of Age
Class One Fingerprint Clearance Card
Central Registry Background Check
Drug Screening
Valid Unrestricted Driver’s License
Current Auto Liability Insurance
39 Month Motor Vehicle Record
Adhere to all organizational policies, including the Code of Conduct, professional standards, and relevant regulations.

Nice To Haves

Associate’s or bachelor’s degree in Purchasing, Supply Chain, Business, or a related field preferred.
Equivalent relevant experience may be considered in place of formal education.
Experience with procurement or facilities management software is a plus.

Responsibilities

Process and manage day-to-day purchase requests and purchase orders, including obtaining and verifying required approvals, maintaining vendor information, confirming pricing, applying appropriate expense coding in accordance with established procedures, coordinating receiving, and ensuring all required supporting documentation is complete. Serve as the primary point of responsibility for routine supply ordering and distribution.
Organize and maintain purchasing records, including purchase orders, quotes, packing slips, receiving records, invoices, and other supporting documentation.
Maintain accurate vendor files and assist with vendor onboarding by collecting and tracking W-9s, certificates of insurance, licenses, certifications, contracts, and other required documentation.
Maintain vendor and contract tracking tools, including renewal and expiration dates, required documentation, and other procurement deadlines. Notify the Senior Procurement & Vendor Management Specialist of outstanding or upcoming items.
Assist with competitive quotes, requests for proposals (RFPs), bids, vendor communications, and other procurement activities by organizing documentation, tracking deadlines, and following up on outstanding information.
Enter and maintain accurate information in purchasing systems, databases, spreadsheets, logs, and other tracking tools. Assist with reports and records needed for audits, compliance activities, and internal reporting.
Assist with purchasing-related invoice documentation, credit card expenditure reports, and reconciliation activities as assigned.
Serve as a backup to the Senior Procurement & Vendor Management Specialist for routine purchasing, vendor administration, recordkeeping, and processing responsibilities. Provide support with other Procurement activities as needed to maintain timely service and continuity of operations.
Provide timely and professional service to internal departments and external vendors. Identify recurring administrative issues or missing information and communicate opportunities for improvement to the Senior Procurement & Vendor Management Specialist.
Provide administrative support for facility-related vendors, contracts, invoices, purchase orders, and records as needed.
Assist with scheduling, tracking, and maintaining documentation for required inspections, permits, licenses, and other regulatory requirements to support ongoing compliance, as needed.
Assist with the administrative coordination of vehicle registrations, inspections, maintenance records, and related documentation.
Organize and process facility maintenance receipts, invoices, and related records to support accurate reporting and accountability, as needed.
Perform other duties as assigned.