Senior Administrative Assistant, Procurement, United States

The Role

This position will provide administrative support to the US Procurement Team and all verticals which currently include the following asset classes: Logistics, Data Center, Office and Lodging.

Key Job Responsibilities

• Route agreements for execution in accordance with company policies and procedures
• Utilize e-procurement systems to ensure procurement activities are initiated in a timely manner
• Accurately maintain procurement records in accordance with applicable company policies and procedures
• Develop and/or maintain a variety of analytical reports (as-needed_
• Assist with maintenance of the document filing system
• Liaising with onshore/local and internationally-based IT team to ensure timely resolution of IT issues and access requests from internal and external stakeholders
• Assisting to create and update presentation materials (charts, tables, graphs etc.)  

Key Job Responsibilities (Continued)

• Work collaboratively with cross-functional teams as it relates to the oversight of procurement activities in the US
• Understand and become a subject matter expert on procurement as it relates to your function
• Initiate approval for applicable procurement activities in accordance with Procurement policies and procedures when required
• Prepare purchase orders (using SAP S/4HANA)
• Contact vendors to obtain product or service information such as price, availability, and delivery schedule (as-needed)
• Coordinating/scheduling meetings and events for the team (as-needed)
• Complete other ad-hoc projects as assigned by the Vice President, Procurement US

Required Skills/Competencies

A successful individual will demonstrate competencies in the following areas:

• Excellent verbal and written communication skills as well as outstanding aptitude for time management
• Interpersonal awareness, as well as proficiencies in problem-solving
• Ability to multi-task and work efficiently under short deadlines
• Meticulous, organized and have an eye for details
• Ability to handle sensitive information and maintain confidentiality
• Intuitive and able to take the initiative. Knows how to think critically and quickly to decide the best course of action and taking that action with confidence

Job Requirements

• Completion of High school diploma or Associate’s degree with at least two years of experience working in a business or office setting administrative role
• Proficient in Microsoft Word, PowerPoint and Excel.  Knowledge and use of Microsoft Visio is a plus
• Must be a self-starter who is able to work independently
• Excellent communication and interpersonal skills
• Effectively complete tasks with competing priorities
• In addition, exposure to real estate or property management is helpful, but not a requirement
• Must have the ability to thrive is a process-oriented atmosphere that is fast-paced
• Work well in a team environment and open floor setting

Procurement Systems

• The procurement team uses various systems such as Ariba and SAP.
• Applicant must be willing to learn and understand these systems as they are part of our everyday tasks.  
• Prior experience with Ariba is a plus.