Administrative Assistant – Purchase Order, Stakeholder Coordination

Jobtailor; Deutschland; Remote; EUR 45.000 - 65.000; Vollzeit

Zusammenfassung

Jobtailor in Germany seeks an experienced Administrative/Procurement Coordinator to manage purchase orders, vendor relations, and budget documentation. You will coordinate with finance, procurement, and department leads to ensure timely approvals and accurate records.

The role requires fluent English, strong organizational skills, and experience with PO/ERP systems. You'll support cross-departmental projects and maintain compliance with internal purchasing policies, while handling confidential

Qualifikationen

• 5+ years in administrative, coordination, or procurement support roles.
• Experience managing purchase orders, invoices, or vendor relationships.
• Excellent organizational skills with acute attention to detail.
• Strong written and verbal communication across multiple stakeholders and departments.
• Fully bilingual in English (no exceptions).
• Ability to balance multiple priorities in a fast-paced environment.
• Proficiency with standard office and procurement/finance software.

Aufgaben

• Process, track, and manage purchase orders and corporate card purchases from initiation through completion.
• Coordinate with finance, procurement, vendors, and department leads to resolve PO discrepancies, approvals, and status updates.
• Interface with vendors, suppliers, and service providers regarding order details, delivery timelines, and invoicing.
• Maintain organized records of POs, contracts, and related documentation and ensure compliance with internal purchasing policies.
• Schedule and coordinate procurement and budget-planning meetings, including agendas and materials.
• Reconcile expense reports and purchase documentation with finance teams.
• Manage administrative needs including office supplies, equipment orders, software license requests, and vendor communications.
• Support onboarding of new vendors or team members regarding procurement processes.
• Collaborate on cross-departmental projects and process improvements.
• Handle sensitive and confidential purchasing information with discretion.

Kenntnisse

Strong communication

Attention to detail

Bilingual in English

Multi-stakeholder coordination

Deadline-driven

Ausbildung

Bachelor's degree (nice-to-have)

Tools

PO/ERP Systems

Spreadsheets

Finance Software

Jobbeschreibung

• Process, track, and manage purchase orders and corporate card purchases from initiation through completion
• Coordinate with finance, procurement, vendors, and department leads to resolve PO discrepancies, approvals, and status updates
• Interface with vendors, suppliers, and service providers regarding order details, delivery timelines, and invoicing
• Maintain organized records of POs, contracts, and related documentation and ensure compliance with internal purchasing policies
• Schedule and coordinate procurement and budget-planning meetings, including agendas and materials
• Reconcile expense reports and purchase documentation with finance teams
• Manage administrative needs including office supplies, equipment orders, software license requests, and vendor communications
• Support onboarding of new vendors or team members regarding procurement processes
• Collaborate on cross-departmental projects and process improvements
• Handle sensitive and confidential purchasing information with discretion

Requirements

• 5+ years of experience in an administrative, coordination, or procurement support role
• Experience managing purchase orders, invoices, or vendor relationships
• Excellent organizational skills with acute attention to detail
• Strong written and verbal communication skills; comfortable coordinating across multiple stakeholders and departments
• Fully bilingual in English (no exceptions)
• Ability to balance multiple priorities in a fast-paced, deadline-driven environment
• Proficiency with standard office and procurement/finance software (e.g., spreadsheets, PO/ERP systems)
• Bachelor's degree (nice-to-have)
• Experience supporting Directors, Senior Directors, or similar leadership (nice-to-have)
• Familiarity with corporate procurement systems and approval workflows (nice-to-have)
• Calm, solutions-oriented demeanor under pressure; strong sense of professionalism and discretion (nice-to-have)

Core Competencies

Demonstrates expertise in managing purchase orders, vendor relationships, and procurement processes while ensuring compliance with internal policies. Strong organizational and communication skills facilitate effective collaboration across departments and stakeholders.

Highest-signal resume keywords

• Purchase Order Management
• Vendor Relationship Management
• Organizational Skills
• Bilingual in English
• Procurement Software Proficiency

ATS Optimization Keywords

Hard Skills

• Purchase Order Management
• Invoice Management
• Procurement Processes
• Expense Report Reconciliation
• Contract Management

Soft Skills

• Strong Communication Skills
• Attention to Detail
• Solutions-Oriented Demeanor
• Professionalism
• Ability to Balance Priorities

Industry Keywords

• Procurement
• Vendor Management
• Corporate Purchasing Policies
• Budget Planning
• Cross-Departmental Collaboration

Tools & Technologies

• PO/ERP Systems
• Spreadsheets
• Finance Software