Coordinator - Procurement (Spanish)

What you will be doing

 

Purchase Order Acknowledgement & Vendor Coordination

 

• Send and track purchase order acknowledgements to ensure vendors confirm receipt, pricing, quantities, and delivery dates.
• Follow up with suppliers on missing or delayed acknowledgements and escalate issues as needed.
• Maintain accurate records of acknowledged POs and agreed delivery commitments.

 

Delivery Follow‑Ups & Issue Resolution

 

• Proactively track open POs to ensure on‑time delivery of goods and services.
• Conduct regular delivery follow‑ups with suppliers to prevent delays and discrepancies.
• Coordinate with internal stakeholders (buyers, planners, warehouse, AP) to resolve delivery, quantity, or quality issues.

 

PO Change Management

 

• Process purchase order change requests related to price, quantity, delivery date, validity.
• Coordinate PO changes with buyers, requestors and vendors to ensure accuracy and compliance.

 

Email & Shared Mailbox Management

 

• Manage high‑volume procurement mailboxes and respond to vendor and internal inquiries within defined SLAs.
• Prioritize emails related to urgent deliveries, invoice issues, and blocked transactions.
• Categorize, track, and document recurring issues for process improvement.

 

Cross‑Functional Coordination

 

• Act as a liaison between Procurement, Accounts Payable, Vendors, and internal requestors.
• Support buyers by providing updates on PO status, deliveries, and invoice progress.
• Ensure alignment across teams to facilitate timely resolution of procurement issues.

 

VIM (Vendor Invoice Management) Processing

 

• Monitor and manage VIM invoices, ensuring timely review and resolution of blocked invoices.
• Investigate invoice discrepancies related to price, quantity, or PO reference.
• Coordinate with vendors and internal stakeholders to obtain corrections or missing documentation.

 

GR/IR (Goods Receipt / Invoice Receipt) Reconciliation

 

• Analyze GR/IR balances to identify mismatches between goods received and invoices posted.
• Follow up on missing goods receipts or incorrect postings impacting invoice clearance.
• Support timely clearing of GR/IR items to maintain financial accuracy.

 

PO Life‑Cycle & Closure Activities

 

• Monitor open and aging POs to ensure they are accurately updated and closed once fulfilled.
• Identify and resolve issues preventing PO closure, such as open deliveries, invoices, or balances.
• Support periodic PO clean‑up activities to reduce backlog and improve data integrity.

 

Reporting & Documentation

 

• Maintain trackers and reports related to PO acknowledgements, deliveries, invoices, and closures.
• Provide regular status updates on open POs, overdue deliveries, and unresolved VIM or GR/IR items
• Ensure all procurement activities are properly documented and compliant with internal controls.