Procurement Specialist

Brooksource; Indianapolis (IN); On-site; USD 55,000 - 69,000; Part time

Job summary

Brooksource is seeking a Procurement & Meeting Operations Specialist to support a leading pharmaceutical PR&D organization in Indianapolis. This role covers procurement activities, supplier coordination, purchase order management, and leadership meeting operations to enable scientific discovery and scalable manufacturing.

The ideal candidate will have 3+ years in procurement/operations, experience with SAP or similar ERP, and strong MS Office/SharePoint skills.

Qualifications

• Bachelor's degree in Business, Supply Chain, Operations, Life Sciences or related field preferred.
• 3+ years of experience supporting procurement, purchasing, operations coordination, project administration, or business operations.
• Experience creating and managing purchase orders within SAP or a similar ERP platform.
• Demonstrated ability to coordinate activities across multiple stakeholders and functions.
• Experience supporting leadership meetings, project reviews, or operational governance processes preferred.

Responsibilities

• Create, issue, and manage purchase orders within SAP or a comparable ERP platform.
• Coordinate with internal stakeholders to ensure purchase requests align with approved contracts, statements of work, and budget requirements.
• Monitor open purchase orders and follow up on deliveries, invoices, and service confirmations.
• Partner with suppliers and internal teams to troubleshoot invoice discrepancies and payment issues.
• Process purchase order modifications and change requests while ensuring proper approval workflows.
• Support three-way match activities between purchase orders, receipts, and invoices to maintain payment compliance.
• Assist with vendor onboarding and supplier setup processes.
• Track procurement activities and prepare operational reports related to spend, accruals, and PO status.
• Ensure procurement activities comply with internal controls, quality standards, and applicable industry regulations.
• Coordinate scheduling, logistics, and operational activities for leadership and cross-functional meetings.
• Develop agendas, consolidate presentation materials, and distribute meeting content in advance.
• Maintain action-item trackers and follow up with stakeholders to ensure commitments are completed.
• Document key decisions, outcomes, and next steps from meetings.
• Support both virtual and in-person meeting logistics.
• Assist with preparation of presentations, dashboards, and meeting materials for leadership reviews.
• Manage SharePoint and Microsoft Teams sites to ensure documents remain organized, current, and accessible.
• Coordinate logistics for site visits, vendor meetings, and strategic business reviews.

Skills

Procurement

Operations coordination

Vendor coordination

Purchase order management

ERP systems

MS Office

Communication skills

Education

Bachelor's degree in Business/SC/Ops/Life Sciences

Tools

SAP

Oracle

Microsoft Dynamics

SharePoint

Microsoft Teams

Ariba/Coupa

Job description

Procurement & Meeting Operations Specialist

Location: Indianapolis, IN

Employment Type: 12-Month Contract Engagement with Potential for Extension

Pay Rate: $40-$50/hour

About the Opportunity

Brooksource is seeking a Procurement & Meeting Operations Specialist to support a leading Pharmaceutical Manufacturing organization's Product Research & Development (PR&D) division. This team plays a critical role in advancing scientific innovation while enabling the manufacturing scalability required to bring life-changing therapies to patients around the world.

As the organization continues to expand its research and development capabilities, this individual will provide operational support across procurement activities, supplier coordination, purchase order management, and leadership meeting operations.

This position offers the opportunity to work in a highly collaborative, fast-paced environment where operational excellence directly supports scientific discovery and product development.

This is not an administrative support role. The ideal candidate will bring experience working within procurement, operations, finance, or project coordination functions and demonstrate the ability to manage competing priorities in a regulated and complex business environment.

Key Responsibilities

Procurement Operations & Purchase Order Management

• Create, issue, and manage purchase orders within SAP or a comparable ERP platform.
• Coordinate with internal stakeholders to ensure purchase requests align with approved contracts, statements of work, and budget requirements.
• Monitor open purchase orders and proactively follow up on deliveries, invoices, and service confirmations.
• Partner with suppliers and internal teams to troubleshoot invoice discrepancies and payment issues.
• Process purchase order modifications and change requests while ensuring proper approval workflows are followed.
• Support three-way match activities between purchase orders, receipts, and invoices to maintain payment compliance.
• Assist with vendor onboarding and supplier setup processes.
• Track procurement activities and prepare operational reports related to spend, accruals, and purchase order status.
• Ensure procurement activities comply with internal controls, quality standards, and applicable industry regulations.

Meeting Operations & Leadership Support

• Coordinate scheduling, logistics, and operational activities for leadership and cross-functional meetings.
• Develop agendas, consolidate presentation materials, and distribute meeting content in advance.
• Maintain action-item trackers and follow up with stakeholders to ensure commitments are completed.
• Document key decisions, outcomes, and next steps from meetings.
• Support both virtual and in-person meeting logistics.
• Assist with preparation of presentations, dashboards, and meeting materials for leadership reviews.
• Manage SharePoint and Microsoft Teams sites to ensure documents remain organized, current, and accessible.
• Coordinate logistics for site visits, vendor meetings, and strategic business reviews.

Education & Experience

• Bachelor's degree in Business, Supply Chain, Operations, Life Sciences, or a related field preferred.
• 3+ years of experience supporting procurement, purchasing, operations coordination, project administration, or business operations.
• Experience creating and managing purchase orders within SAP or a similar ERP platform.
• Demonstrated ability to coordinate activities across multiple stakeholders and functions.
• Experience supporting leadership meetings, project reviews, or operational governance processes preferred.

Technical Skills

• Experience working within SAP, Oracle, Microsoft Dynamics, or similar ERP systems.
• Strong Microsoft Office skills, particularly Excel, PowerPoint, Outlook, and Word.
• Experience utilizing SharePoint, Microsoft Teams, and collaboration platforms.
• Ability to analyze operational data and generate reports to support business decision-making.

Preferred Qualifications

• Experience supporting procurement or operations within pharmaceutical, biotechnology, manufacturing, or highly regulated industries.
• Familiarity with procure-to-pay processes and financial controls.
• Experience with Ariba, Coupa, or equivalent procurement platforms.
• Understanding of quality, compliance, or regulated business environments.
• Exposure to research and development, laboratory, manufacturing, or supply chain operations.

Desired Competencies

• Highly organized with exceptional attention to detail.
• Strong sense of ownership and accountability.
• Proactive problem solver capable of working independently.
• Excellent verbal and written communication skills.
• Ability to build relationships across technical, operational, and leadership teams.
• Strong time management skills with the ability to manage multiple priorities simultaneously.
• Professional judgment and discretion when handling sensitive information.

Why Brooksource Operational Services?

Brooksource Operational Services provides experienced professionals who help clients execute critical business and operational initiatives. This role offers a unique opportunity to support a pharmaceutical research and development organization during a period of growth and innovation while gaining exposure to procurement operations, cross-functional collaboration, and strategic leadership engagement within one of the world's most impactful industries.