Assistant, Purchasing & Procurement - School of Sci-Tech Labs

IE University; United States; On-site; USD 27,000 - 40,000; Full time

Benefits offered by this job

Professional development

Collaborative environment

Job summary

IE University is seeking an organized Purchasing & Procurement Administrative Assistant to support laboratories across Segovia and Madrid campuses. You will coordinate purchase requests, supplier communications, and invoice tracking to keep scientific activities running smoothly.

Working closely with lab staff, accounts, and external suppliers, you will manage purchase orders, maintain ERP records, negotiate quotes, and ensure timely payments while upholding accuracy and excellent service.

Qualifications

• Higher Vocational Training in Administration, Finance, Supply Chain or related field.
• At least 3 years in purchasing, procurement, supplier management or similar admin role (university/intl org a plus).
• Experience with an ERP system, ideally Microsoft Dynamics or similar.

Responsibilities

• Collect and consolidate purchasing needs from laboratories on both campuses.
• Request quotations from suppliers, compare options, negotiate prices, and support selecting the best offer in price, quality, and delivery time.
• Anticipate recurring needs to avoid shortages and delays.
• Prepare and process purchase requisitions per internal approvals; assign transactions to right laboratory.
• Register purchase requisitions, purchase orders, and goods receipts in the system.
• Track purchase orders from placement through delivery.
• Maintain vendor records in Microsoft Dynamics; register new suppliers and update/deactivate existing ones.
• Serve as day-to-day contact for suppliers; manage queries, incidents, and claims.
• Follow up on invoices to ensure timely processing; match invoices against POs and delivery notes; resolve discrepancies with vendors and Accounts.
• Handle other invoice-related issues proactively to keep processes smooth.

Skills

Bilingual EN/ES

Excel

Office Suite

Attention to detail

Time management

Negotiation

Interpersonal skills

ERP experience

Education

Higher Vocational Training in Administration/Finance/Supply Chain

Tools

Microsoft Dynamics

Job description

Mission

The Purchasing & Procurement Administrative Assistant will provide essential support in all matters related to purchasing and procurement for the laboratories across our Segovia and Madrid campuses. The role is responsible for ensuring that purchase requests, vendor coordination, invoice tracking, and related administrative processes are managed efficiently and accurately, so that laboratory activities can run smoothly and without delay.

This position works closely with lab technicians, faculty, Accounts, and external suppliers, contributing to the effective operation of Biology, Chemistry, Physics, Robotics, and Electronics laboratories. The successful candidate is expected to be organized, proactive, and able to manage multiple priorities while maintaining a high level of attention to detail and service orientation.

Key Responsibilities

Procurement & Purchasing

• Collect and consolidate purchasing needs from the laboratories on both campuses.
• Request quotations from suppliers, compare options, negotiate prices, and support the selection of the most suitable offer in terms of price, quality, and delivery time.
• Anticipate recurring needs, such as consumables and equipment replacements, to avoid shortages and delays.
• Prepare and process purchase requisitions in line with internal approval procedures, ensuring that transactions are assigned to the right laboratory.
• Register purchase requisitions, purchase orders, and goods receipts in the system.
• Track purchase orders from placement through delivery.

ERP & Vendor Management

• Maintain vendor records in Microsoft Dynamics, including the registration of new suppliers and the updating or deactivation of existing ones.
• Serve as a day-to-day point of contact for suppliers, managing queries, incidents, and claims.

Invoice & Administrative Coordination

• Follow up on invoices to ensure they are processed accurately and on time.
• Match invoices against purchase orders and delivery notes, resolving any discrepancies with vendors and Accounts.
• Handle any other invoice-related issues proactively so the process remains smooth and efficient.

What We Require

• A Higher Vocational Training qualification in Administration, Finance, Supply Chain, or a related field.
• At least 3 years of experience in purchasing, procurement, supplier management, or a similar administrative role. Experience in a university or international organization is a plus.
• Experience working with an ERP system, ideally Microsoft Dynamics or a similar platform.

What You Will Need

• Strong English and Spanish communication skills, both written and spoken.
• Proficiency in Microsoft Office, especially Excel.
• Excellent attention to detail and accuracy when processing documents and transactions.
• Strong prioritization and time-management skills, with the ability to handle multiple requests at once.
• Resourcefulness, negotiation and conflict-resolution skills, with the ability to find practical solutions quickly.
• Good communication and interpersonal skills, with the ability to work effectively with lab teams, faculty, Accounts, and external suppliers.

What We Offer

• A position within a leading international academic institution.
• A dynamic, collaborative, and diverse working environment.
• Professional development and continuous learning opportunities.