Laboratory Purchasing & Vendor Admin Specialist

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

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.