Procurement Operations Analyst

INTELLISWIFT INC; San Rafael (CA); Remote; USD 60,000 - 100,000; Full time

Job summary

An established industry player is seeking a Procurement Operations Analyst to streamline indirect procurement processes. In this role, you will be the key liaison between business stakeholders and the Managed Services Provider, ensuring timely execution of purchase requisitions and change orders. Your expertise in SAP Ariba will be crucial as you troubleshoot issues, enhance workflows, and conduct training sessions to empower users. This dynamic position requires a results-driven mindset and excellent communication skills, offering a chance to significantly impact procurement operations within a collaborative environment. Join a company that values innovation and efficiency in its procurement strategies.

Qualifications

• Experience with SAP Ariba in an operational capacity is essential.
• Strong analytical and communication skills are required.
• Ability to manage stakeholder relationships effectively.

Responsibilities

• Manage the Requisition to Purchase order process in Ariba.
• Provide oversight to Managed Services Provider for quality checks.
• Conduct end-user trainings on procurement processes.

Skills

SAP Ariba Buying

Microsoft Office Suite

Stakeholder Management

Procurement Process Knowledge

Presentation Skills

Data Analysis

Communication Skills

Problem-Solving

Collaboration Skills

Attention to Detail

Education

Bachelor's Degree in Business

Supply Chain Management

Tools

SAP Ariba

Adobe Acrobat

Coupa

Job description

Job Title: Procurement Operations Analyst

Duration: 12 months

Location: San Rafael, CA Remote

The Procurement Operations Analyst (CW) is responsible for helping to manage the indirect procurement process and will act as the main point of contact for GSP, our Managed Services Provider (MSP), and business stakeholders to ensure purchase requisitions, change orders, and receipts are executed timely and accurately. This position also includes the day-to-day administration of SAP Ariba Buying system including troubleshooting errors, identifying bottlenecks, recommending process improvements, creating reporting, and monitoring key metrics like cycle times.

This role is primarily responsible for:

1. Managing the Requisition to Purchase order process in Ariba, including change orders, PO management, and receipting
2. Act as the subject matter expert for the indirect procurement process within SAP Ariba, serving as the main point of contact within GSP and our MSP to ensure requests are efficiently progressing through the system and process
3. Providing oversight and guidance to our Managed Services Provider who performs quality checks on requisitions and end user support throughout the indirect procurement process
4. Coordinating with GSP, our MSP, and business stakeholders to provide guidance on process and policy, and resolution to issues
5. Conducting end-user trainings to ensure employees understand the system, process, policies, and responsibilities throughout the indirect procurement process
6. Identifying and resolving discrepancies and issues in data or system errors
7. Developing and improving indirect procurement workflows, identifying process improvements and areas to increase efficiency and throughput
8. Generating reports to monitor volumes, cycle times, bottlenecks, and statuses
9. Assisting in the development and implementation of SOPs, policies and training materials
10. Liaising with Procurement, Supplier Operations, Accounts Payable, and other key teams to identify and resolve system and process related issues
11. Ensuring compliance with internal procurement policies, as well as system requirements

This role will collaborate closely with Sourcing colleagues from within the Global Sourcing & Procurement organization as well as colleagues across the company.

Skills:

Skills and Experience Requirements:

1. Demonstrated strong experience with SAP Ariba Buying & Invoicing (S4 a plus), preferably in an operational and/or process management capacity
2. Ability to understand and become an expert in our system configuration to maintain optimal end-user experience by assessing stakeholders needs and recommending improvements
3. Experience working with IT to troubleshoot system issues, drive resolution, and fix at the source to prevent future problems
4. Confident presentation skills to conduct end-user trainings
5. Strong working knowledge of the source to pay process to ensure transactions are efficiently flowing both up and downstream of the requisition process
6. Strong proficiency in Microsoft Office suite applications (Teams, Excel, Word, PowerPoint, Outlook), as well as PDF editing tools (e.g. Adobe Acrobat)
7. Ability to create Ariba reports, analyze data, and proactively surface issues and recommendations
8. Working knowledge of other procurement systems is a plus (e.g. Coupa)
9. Experience effectively working with and giving direction to managed-services teams
10. Specific knowledge and expertise in indirect procurement systems and processes
11. Results-driven mindset and meticulous attention to detail
12. Excellent communicator and interpersonal skills with comfort working cross-functionally to gather information and resolve conflicts
13. Motivated, high-energy, curious, self-starter, and strong business mindset

Required Collaborative Skills:

1. Stakeholder Management: build credibility through strong relationships and solid track record of results, via a collaborative approach. Ability to develop a wide network of relationships across various functions and foster cross-functional alignment; become the point of contact and expertise for all things related to procurement contracting operations
2. Team Collaboration: align with peers to develop operational strategies; ensure alignment with overall GSP goals; closely partner with functional owners across the company
3. Source to Pay mindset: demonstrate a deep and wide knowledge of the Source to Pay process, including supporting technology to optimize operations.
4. Communication: skilled in written and verbal communication.

Education:

Minimum Level of Education Required: Bachelor's Degree in Business, Supply Chain Management or related field.

Area of Specialization: Experience in procurement and supply chain management in a global capacity, preferably within the pharmaceutical sector.

Experience working in a matrix (global/regional) business environment.

Strong networking skills and a proven ability to build productive and collaborative relationships with stakeholders and business partners.

Strong analytical, written and verbal communications, and influencing skills.

Ability to work in a high-pressure environment, often under tight deadlines.