JOB SUMMARY

The Procurement & Administrative Coordinator provides procurement and project administrative support to Strategic Projects and assigned project teams. Procurement is the primary functional responsibility. The role sources materials, equipment, tools, rentals, consumables, and services; coordinates competitive quotations and bid evaluations; supports supplier negotiations; prepares and issues purchase orders and supplements within approved authority; expedites deliveries; maintains procurement records; and resolves purchasing, receiving, and invoice exceptions. The role also supports personnel resourcing, workforce movement, timekeeping, site attendance, labor coding, and related project administration using COINS, InEight, SharePoint, and other approved systems.

The position directly reports to the Group Manager Strategic Projects and functionally reports to the Director of Procurement for procurement governance, policies, procedures, sourcing strategy, commercial standards, and delegated purchasing authority. The role coordinates closely with Strategic Projects leadership, project managers, site managers, field administrators, Human Resources, Payroll, Accounting, Project Controls, and other corporate resources. The role has no direct reports and does not independently hire or terminate personnel, establish compensation, execute contracts, or commit company funds except within authority specifically delegated in writing.

TYPICAL DUTIES - PROCUREMENT

• Procurement planning. Coordinate approved procurement requirements with project management, field leadership, engineering, estimating, and other stakeholders. Confirm scope, specifications, quantities, budget, required-on-site dates, delivery location, and supporting documentation before sourcing.
• Sourcing. Identify and engage qualified suppliers for materials, equipment, tools, rentals, consumables, and services. Support approved bidder lists, supplier qualification activities, and strategic sourcing initiatives.
• Requests for quotation. Prepare and issue requests for quotation using complete and consistent scope information, specifications, commercial requirements, delivery expectations, and bid instructions so proposals can be evaluated on a comparable basis.
• Bid evaluation. Create, review, and maintain commercial bid comparisons. Evaluate price, freight, taxes, lead time, payment terms, warranty, exclusions, alternates, delivery conditions, and commercial compliance, and route technical exceptions to the appropriate project or engineering resource.
• Negotiation support. Negotiate pricing, discounts, freight, lead times, payment terms, and other commercial conditions within assigned authority and under the direction of the Director of Procurement. Document negotiated savings, concessions, and unresolved exceptions.
• Supplier communication. Manage routine communication with suppliers, maintain productive working relationships, resolve issues promptly, and escalate material vendor, schedule, quality, or commercial concerns to Procurement and project management.
• Purchase orders and supplements. Create and issue purchase orders, service orders, rental orders, and supplements in COINS in accordance with company policies, approved requisitions, contract terms, approval matrices, and delegated authority.
• Purchase-order content and coding. Ensure each order includes accurate scope, quantities, pricing, commercial terms, delivery requirements, project and vendor information, WBS/CBS and cost coding, tax and freight treatment, attachments, and required approvals.
• Expediting and delivery coordination. Obtain supplier acknowledgments and track submittals, fabrication, shipment, logistics, delivery, and required-on-site dates. Communicate risks early and coordinate recovery actions with suppliers and project teams.
• Receiving and field coordination. Coordinate with field administrators, site management, warehouses, and receiving personnel to confirm deliveries, quantities, condition, shortages, damages, returns, replacements, and required receiving documentation.
• Invoice and payment exceptions. Work with suppliers, Accounting, project teams, and receiving personnel to resolve pricing errors, quantity differences, missing receipts, tax or freight discrepancies, invoice-to-PO exceptions, and payment holds.
• Procurement records and logs. Maintain current requisition, RFQ, bid, purchase-order, commitment, expediting, delivery, rental, receipt, invoice-discrepancy, supplier, and open-action logs in COINS, SharePoint, and other approved systems.
• Supplier performance. Track supplier responsiveness, delivery performance, quality, commercial compliance, and issue resolution. Report significant performance concerns and support correc