Procurement Administrative Lead

Job Description

Procurement Administrative Lead

Purpose

Lead and elevate procurement administrative operations across the organization by driving standardized processes, ensuring data integrity, and strengthening cross-functional alignment. This role serves as the central point of coordination across procurement, accounts payable, warehouse, vendors, and field teams—bringing discipline to the Procure-to-Pay (P2P) cycle and improving financial accuracy, efficiency, and scalability.

This individual operates as a process leader and change agent, influencing outcomes without direct authority while being empowered to enforce standards and escalate non-compliance.

Core Responsibilities

Administrative Leadership & Team Coordination

• Provide day-to-day direction, prioritization, and guidance to procurement operations team members across all regions
• Drive consistency in execution, communication, and workload management without direct supervisory responsibility
• Act as the central point of alignment across procurement-related administrative functions
  
  

Procure-to-Pay (P2P) Ownership & Performance

• Own the administrative execution of the P2P process, ensuring alignment between purchase orders, receipts, and invoices
• Partner closely with Accounts Payable to reduce exceptions, resolve discrepancies, and improve invoice cycle time
• Establish and track key performance indicators, including:
• 3-way match rate
• Invoice exception rate
• PO cycle time
• Receipt timeliness
• Proactively identify trends and drive corrective actions
  
  

Process Standardization, Compliance & Risk Management

• Drive adoption of standardized workflows across all business units
• Ensure consistent documentation, system usage, and adherence to SOPs
• Maintain audit-ready processes and documentation
• Identify and mitigate risks related to:
• Duplicate or inaccurate payments
• Unauthorized purchasing
• Incomplete or inconsistent documentation
  
  

Systems & Data Ownership

• Serve as the functional lead for procurement-related ERP and P2P workflows
• Partner with IT and Accounting on system improvements, testing, and implementations
• Drive proper system utilization and reduce off-system workarounds
• Assist in the development and maintenance of reporting and dashboards (e.g., Power BI) to improve visibility and decision-making
  
  

Cross-Functional & External Alignment

• Act as the communication hub between procurement, AP, warehouse, field teams, and suppliers
• Establish and enforce supplier invoicing and PO compliance standards
• Partner with vendors to improve billing accuracy and documentation quality
• Support onboarding of suppliers into standardized processes
  
  

Field Integration & Change Management

• Partner with field leadership to improve adoption of procurement processes
• Train and support project teams on requisitions, receipts, and documentation expectations
• Lead rollout of process improvements and ensure adoption across regions
  
  

Issue Resolution, Coaching & Continuous Improvement

• Lead resolution of escalated administrative and P2P issues
• Coach team members and stakeholders on best practices
• Drive accountability and continuous improvement across workflows
• Identify and implement opportunities to improve efficiency, accuracy, and scalability
  
  

Knowledge & Experience

• 5 years in procurement, supply chain administration, or accounts payable–related roles
• Strong experience with Procure-to-Pay (P2P) processes, including 3-way matching
• Experience working cross-functionally with procurement, AP, operations, and field teams
• Experience in process improvement, workflow standardization, and documentation
• Experience influencing teams without direct authority required
• Experience in multi-location or decentralized operations preferred
• ERP system experience required; reporting/analytics tools (e.g., Power BI) preferred
  
  

Skills & Competencies

• Strong communication and influencing skills across all levels of the organization
• Highly organized, process-driven, and detail-oriented
• Analytical mindset with the ability to translate data into actionable insights
• Proven ability to drive accountability and enforce standards
• Strong problem-solving and conflict resolution capabilities
• Ability to manage multiple priorities in a fast-paced environment
• Proficient in Microsoft Office (Excel, Outlook, Teams)