Purchasing Operations Coordinator

Why This Role Matters

The Purchasing Operations Coordinator plays a vital role in supporting agency purchasing and contract workflows by ensuring compliance with established policies and partnering closely with departments across the organization. This role is well suited for a detail‑oriented professional who thrives on coordination, follow‑through, and process integrity.

Job Summary

Under the supervision of the Purchasing Manager, the Purchasing Operations Coordinator supports the administration and execution of agency purchasing functions in accordance with applicable laws, rules, and internal policies. This position serves as a liaison between agency departments and the Purchasing Manager, helping to coordinate purchasing activities and ensure compliance with established policies and procedures. 

This role works closely with TRS departments to understand purchasing needs, provide guidance on required steps and documentation, and coordinate purchasing activities from request through completion. It also provides administrative and operational support to the Purchasing Manager related to solicitations and contracts, including document preparation, routing, and tracking.

The incumbent must remain current on TRS rules and policies, as well as applicable regulations and requirements issued by relevant state agencies.

TRS is a public employee retirement system not subject to the Illinois Procurement Code (30 ILCS 500) that may apply to other state agency procurements. TRS administers procurement and contract matters in accordance with TRS policies and applicable regulatory requirements.

Essential Functions

• Coordinate and process purchasing activities, including converting approved requisitions into purchase orders, placing orders with vendors, and tracking purchases through completion.
• Assist departments prior to purchase requests by helping clarify needs, identifying the appropriate purchasing method, and confirming required documentation in accordance with established policies and procedures.
• Provide ongoing support to departments throughout the purchasing process, including answering process questions, guiding users through procurement requirements, and assisting with procurement-related issues as they arise.

Essential Functions (Continued)

•    Provide operational support for purchase order and contract workflows, including preparing purchase orders for signature, routing purchase orders and contracts through the contract           lifecycle management system as assigned, and tracking status through completion. 
•    Assist the Purchasing Manager with solicitation activities, including documentation, approvals, and coordination of evaluation processes.
•    Compile Procurement and Contract Committee meeting packets and serve as the primary backup to the Purchasing Manager for leading committee meetings. 
•    Maintain current knowledge of rules and policies affecting assigned areas, including TRS policies and procedures as well as the rules and policies of the Illinois Office of the Comptroller       and Governor’s Travel Control Board.

Essential Functions (Continued)

• Coordinate approved agency credit card transactions in accordance with policy.
• Partner with the TRS Accounting department to resolve vendor invoice discrepancies. 
• Review travel requests for compliance with applicable policies and procedures and provide guidance to TRS staff on travel requirements as needed.
• Assist in maintaining and updating the TRS Signatory Authorization Matrix. 
• Maintain effective working relationships with staff and vendors. 
• Provide information and documentation to internal and external auditors as required or requested. 
• Prepare various reports relating to purchasing. 
• Perform other duties as assigned. 

Knowledge, Skills, and Abilities

• Ability to review information and accurately apply policies and procedures.
• Strong analytical and problem-solving skills.
• Strong interpersonal skills, with the ability to communicate effectively with staff, vendors, and leadership.
• Effective written and verbal communication skills.
• Excellent judgment and decision-making abilities.
• Ability to analyze administrative issues and determine effective solutions while collaboraating with internal and external partners.

Minimum Requirements

• An associate’s degree in business administration, accounting, public administration, or a related field is required; or three (3) years of relevant professional experience in purchasing operations, purchasing coordination, administrative operations, or a related field in lieu of an associate’s degree.
• Two (2) years’ experience in a government or corporate organization involving purchasing coordination, administrative workflow, compliance review, or similar process-driven responsibilities.
• Public sector purchasing or procurement experience is preferred.
• Experience assisting with purchasing functions, solicitation or contract documentation, approval workflows, or document routing systems is preferred.