Procurement and Facilities Administrative Coordinator

Macmillan•Gordonsville, VA

4d•Hybrid

About The Position

MPS, a division of Macmillan Publishers, provides back-office support, warehousing, and fulfillment for Macmillan US, with its Gordonsville facility serving as the primary distribution facility for North America. The Procurement and Facilities Administrative Coordinator supports purchase order and invoice processing, asset tracking, destruction and recycling services, sustainability reporting, and procurement expediting. The position maintains accurate financial and operational records and coordinates with vendors, internal departments, and service providers to ensure timely completion of assigned activities. It requires exceptional attention to detail, accuracy, organization, follow-through, and confidentiality. The role combines office-based administrative work with periodic hands-on asset verification in warehouse and facilities environments. Work is on-site Tuesday through Friday, with remote work on Mondays permitted in accordance with company policy and operational needs. The work environment includes office, warehouse, and facilities settings and may involve dusty or dirty conditions. Physical tasks can include lifting or moving items up to 50 pounds, bending, reaching, climbing onto or moving about equipment, and extended standing or walking. Equipment access must follow established safety procedures, including securing equipment against movement or operation as required. Reasonable accommodation may apply. Employees should maintain a neat appearance and wear attire appropriate to assigned duties, including required protective equipment.

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.
Proficiency in spreadsheets, electronic records management, and accurate data entry.
Exceptional attention to detail and a consistent commitment to accuracy.
Strong organizational skills and ability to manage multiple responsibilities, track outstanding items, and meet deadlines.
Effective communication and follow-through with vendors, internal departments, and service providers.
Ability to work independently, resolve routine discrepancies, and escalate issues appropriately.
Discretion, accountability, and sound professional judgment.
Ability to lift up to 50 pounds, climb safely onto rolling warehouse equipment, and spend extended periods standing or walking in a facility setting.
Strong verbal and written communication skills for managing vendor disputes, collaborating with internal departments, and answering phone lines.

Nice To Haves

Familiarity with capital project coding, prepaid expense processing, and journal adjustments, or ability to learn these processes.
Experience with SAP, XFlow, DocuSign, and asset tracking software.
Previous experience working with automated invoicing or ERP software; experience with SAP automated accounts payable systems is a major plus.
Experience with fixed asset management; Asset Panda experience is a plus.

Responsibilities

Receive, organize, and review electronic and paper purchase orders.
Review end-user packing lists and obtain accurate receipt dates, required signatures, and missing supporting information.
Review invoices in XFlow against purchase orders and receiving documentation, investigating and resolving discrepancies before processing.
Code invoices using purchase order account codes, including specialized coding for capital projects.
Upload purchase orders, signed packing lists, and other required records as invoice documentation.
Route invoices and supporting documentation through DocuSign for functional approval when required, then through SAP/XFlow for authorized final financial approval before payment.
Monitor approval progress and follow up on outstanding items to support timely processing.
Code annual and multiyear invoices using the prepaid expense format in XFlow.
Identify and correct coding or data-entry errors; provide the Finance Manager with supporting information and complete correcting journal adjustments under established approval procedures.
Maintain complete, accurate, and organized invoice and approval records.
Work with vendors’ Accounts Receivable departments to ensure invoices are submitted correctly and processed promptly; communicate corrections and follow up to resolve issues.
Track utility invoices, including electricity, water, trash, and other applicable services, for sustainability reporting; maintain supporting records and compile annual reporting information.
Identify missing utility invoices, inconsistent information, and other discrepancies, and coordinate their resolution.
Locate, identify, photograph, and document assets throughout warehouse and facilities areas, including newly received equipment.
Enter asset model numbers, serial numbers, and other identifying information into asset tracking software; maintain records of equipment status changes, scrap activity, and retired or disposed equipment.
Generate routine and requested asset reports for various departments.
Perform physical asset verification, following established safety procedures when accessing equipment and working in warehouse or facilities areas.
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 non-incineration, non-paper recyclable materials sent to Paper Tigers/Metropolitan Fiber for recycling into gypsum board used in building products.
Maintain logs for destruction and recycling activities, including paper and old corrugated containers (OCC) handled by Waste Management.
Record loads by material type and reconcile and apply payments to the corresponding paper or OCC return.
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 and help resolve delivery problems.
Document follow-up activities and communicate order status, expected delivery dates, and unresolved issues to appropriate personnel.