Provisions Support Assistant – Global Operations

Waypoint LLC; Medellín; Presencial; COP 18.000.000 - 30.000.000; Jornada completa

Descripción de la vacante

Waypoint LLC is seeking a motivated Provisions Support Assistant to join our Global Operations team in Medellín. The role focuses on administrative and operational support for provisions-related activities on awarded contracts, including vendor communication, sourcing, pricing verification, documentation, and invoice tracking.

You will coordinate across Operations, Finance, and Administrative teams, ensuring accurate records and timely actions.

Formación

• Strong organizational and time-management skills.
• Clear written and verbal communication.
• High attention to detail and data accuracy.
• Ability to manage multiple priorities in a fast-paced operational environment.
• Proactive follow-up and problem-solving skills.
• Strong teamwork and cross-department collaboration.
• Ability to follow established procedures and escalation issues appropriately.
• Professional communication with vendors and stakeholders.

Responsabilidades

• Provide day-to-day administrative and operational support to the Provisions Representative.
• Assist with provisions sourcing, vendor outreach, pricing requests, and product availability checks for RTOPs and active contracts.
• Request and organize vendor quotations, product lists, delivery terms, and supporting documentation.
• Assist with vendor vetting, onboarding documentation, outreach, and supplier record maintenance.
• Compare vendor pricing and availability information and elevate discrepancies when necessary.
• Follow up with vendors regarding pending quotations, confirmations, invoices, and delivery documentation.
• Maintain professional and timely communication with vendors and suppliers.
• Maintain complete and accurate provisions documentation throughout the project lifecycle.
• Prepare, organize, and maintain provisions-related documentation, including quotes, purchase orders, invoices, delivery records, and project correspondence.
• Process and record vendor payment requests and coordinate with Finance regarding payment status and required corrections.
• Support final project reconciliation and submission of completed provisions documentation.
• Maintain clear tracking of outstanding actions, missing documentation, and open vendor issues.

Conocimientos

Organizational skills

Communication

Attention to detail

Multitasking

Problem solving

Teamwork

Procedures compliance

Vendor liaison

Herramientas

QuickBase

Descripción del empleo

Waypoint LLC is looking for a motivated and detail-oriented Provisions Support Assistant to join our Global Operations team.

Waypoint LLC is looking for a motivated and detail-oriented Provisions Support Assistant to join our Global Operations team.

About the Role

The Provisions Support Assistant will provide administrative and operational support in the execution of provisions-related activities for awarded contracts.

This position plays an important role in maintaining organized and timely provisions workflows by supporting vendor communication, sourcing activities, pricing verification, documentation, invoice tracking, data accuracy, and coordination across Operations, Finance, and Administrative teams.

The successful candidate will serve as a reliable support link between the Provisions Representative, vendors, internal teams, and other project stakeholders.

Key Responsibilities

• Provide day-to-day administrative and operational support to the Provisions Representative.
• Assist with provisions sourcing, vendor outreach, pricing requests, and product availability checks for RTOPs and active contracts.
• Request and organize vendor quotations, product lists, delivery terms, and supporting documentation.
• Assist with vendor vetting, onboarding documentation, outreach, and supplier record maintenance.
• Compare vendor pricing and availability information and elevate discrepancies when necessary.
• Follow up with vendors regarding pending quotations, confirmations, invoices, and delivery documentation.
• Maintain professional and timely communication with vendors and suppliers.
• Maintain complete and accurate provisions documentation throughout the project lifecycle.

The Provisions Support Assistant will also:

• Help verify that provisions records align with contract requirements, invoicing standards, and documentation protocols.
• Prepare, organize, and maintain provisions-related documentation, including quotes, purchase orders, invoices, delivery records, and project correspondence.
• Process and record vendor payment requests and coordinate with Finance regarding payment status and required corrections.
• Support final project reconciliation and submission of completed provisions documentation.
• Maintain clear tracking of outstanding actions, missing documentation, and open vendor issues.

Daily Responsibilities

The role includes monitoring provisions requirements for active RTOPs and contracts, updating vendor, pricing, historical, and project information in QuickBase and other internal systems, and tracking quotations, vendor responses, invoice submissions, payment requests, and delivery documentation.

The position will also support Operations Representatives with provisions information during project preparation and execution, prepare status updates, communicate urgent deficiencies or vendor issues, and assist with research for current and upcoming provisions requirements.

What We’re Looking For

• Strong organizational and time-management skills
• Clear written and verbal communication
• High attention to detail and data accuracy
• Ability to manage multiple priorities in a fast-paced operational environment
• Proactive follow-up and problem-solving skills
• Strong teamwork and cross-department collaboration
• Ability to follow established procedures and escalation issues appropriately
• Professional communication with vendors and stakeholders