Procurement and Facilities Administrative Coordinator
About The Position
MPS, a division of Macmillan Publishers, is hiring a Procurement and Facilities Administrative Coordinator at its Gordonsville facility. MPS provides back-office support, warehousing, and fulfillment for Macmillan US and serves as its primary North American distribution facility. The coordinator supports purchase order and invoice processing, asset tracking, destruction and recycling services, sustainability reporting, and procurement expediting. The role maintains accurate financial and operational records and coordinates with vendors, internal departments, and service providers. It requires exceptional attention to detail, accuracy, organization, follow-through, and confidentiality, combining office-based administrative work with periodic hands-on asset verification in warehouse and facilities settings. The position is on-site Tuesday through Friday, with the possibility of remote work on Mondays in accordance with company policy and operational needs. The hourly pay rate is $23.05 to $26.52. MPS is an equal opportunity employer and provides reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.
Requirements
- Experience in administrative support, invoice processing, procurement coordination, asset tracking, or a related function.
- Ability to review and reconcile purchase orders, invoices, receiving documentation, account codes, and approval records.
- Previous experience with automated invoicing or ERP software; SAP automated accounts payable system experience is a major plus.
- Proven accuracy in data entry, invoice matching, and numerical coding.
- Proficiency in spreadsheets, electronic records management, and accurate data entry.
- Strong organizational skills and ability to manage multiple responsibilities, track outstanding items, and meet deadlines.
- Effective verbal and written communication skills for vendor disputes, internal collaboration, and answering phone lines.
- Ability to work independently, resolve routine discrepancies, and escalate issues appropriately.
- Discretion, accountability, and sound professional judgment.
- Ability to lift or move items weighing up to 50 pounds, climb safely onto rolling warehouse equipment, and spend extended periods standing or walking in a facility setting.
- Ability to follow established safety procedures when accessing or working around equipment.
- Ability to perform duties in office, warehouse, and facilities environments, which may involve dusty or dirty conditions.
Nice To Haves
- Experience with SAP, XFlow, DocuSign, and asset tracking software.
- Asset Panda experience.
- Familiarity with capital project coding, prepaid expense processing, and journal adjustments, or ability to learn these processes.
Responsibilities
- Receive, organize, and review electronic and paper purchase orders.
- Review packing lists and obtain accurate receipt dates, required signatures, and missing supporting information.
- Review invoices in XFlow against purchase orders and receiving documentation, investigate discrepancies, and resolve them before processing.
- Code invoices using purchase order account codes, including specialized capital project coding, and apply prepaid expense formatting to annual and multiyear invoices.
- Upload purchase orders, signed packing lists, and other required records as invoice support; route documentation through DocuSign and SAP/XFlow for applicable functional and final financial approvals.
- Monitor approval progress, follow up on outstanding items, and maintain complete and organized invoice and approval records.
- Correct coding or data-entry errors, provide supporting information to the Finance Manager, and complete correcting journal adjustments under established approval procedures.
- Work with vendors’ Accounts Receivable departments to correct invoice submissions and resolve processing issues.
- Track utility invoices, maintain supporting records, compile information for annual sustainability reporting, and resolve missing or inconsistent information.
- Locate, identify, photograph, and document assets throughout warehouse and facilities areas, including newly received equipment.
- Enter asset identifying information into tracking software; verify records and document status changes, scrap activity, and archived records for retired or disposed equipment.
- Generate routine and requested asset reports and perform physical asset verification while following established safety procedures.
- Schedule and coordinate destruction and recycling activities for both facilities; prepare and maintain Bills of Lading, shipment documentation, pickup records, and load logs.
- Coordinate incineration-to-energy shipments among transportation providers, MPS locations, and the incineration facility in Lorton, Virginia.
- Arrange transportation and on-site pickups for recyclable non-paper materials sent to Paper Tigers/Metropolitan Fiber.
- Maintain destruction and recycling logs, record loads by material type, and reconcile and apply payments to corresponding paper or OCC returns.
- Assist the Procurement Coordinator and Procurement Manager with expediting backordered products, missing shipments, delayed deliveries, and other order fulfillment issues.
- Contact suppliers and transportation providers for updates, document follow-up, and communicate order status, expected delivery dates, and unresolved issues to appropriate personnel.
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What This Job Offers
Job Type
Full-time
Education Level
No Education Listed
