Administrative Coordinator - Procurement Services

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.