Procurement Operations Specialist

Milestone Technologies is a global IT managed services firm that partners with organizations to scale their technology, infrastructure and services to drive specific business outcomes such as digital transformation, innovation, and operational agility. Milestone is focused on building an employee-first, performance-based culture and for over 25 years, we have a demonstrated history of supporting category-defining enterprise clients that are growing ahead of the market. The company specializes in providing solutions across Application Services and Consulting, Digital Product Engineering, Digital Workplace Services, Private Cloud Services, AI/Automation, and ServiceNow. Milestone culture is built to provide a collaborative, inclusive environment that supports employees and empowers them to reach their full potential.

Our seasoned professionals deliver services based on Milestone's best practices and service delivery framework. By leveraging our vast knowledge base to execute initiatives, we deliver both short-term and long-term value to our clients and apply continuous service improvement to deliver transformational benefits to IT. With Intelligent Automation, Milestone helps businesses further accelerate their IT transformation. The result is a sharper focus on business objectives and a dramatic improvement in employee productivity. Through our key technology partnerships and our people-first approach, Milestone continues to deliver industry-leading innovation to our clients. With more than 3,000 employees serving over 200 companies worldwide, we are following our mission of revolutionizing the way IT is deployed.

We are seeking a detail-oriented and proactive Procurement Coordinator to support procurement operations and ensure compliance across purchase requests, purchase orders, and supplier engagement processes. This role plays a critical part in maintaining the accuracy, efficiency, and integrity of our procurement systems while serving as a key liaison between internal stakeholders, finance teams, and suppliers.

The ideal candidate is highly organized, thrives in a fast-paced environment, and brings strong experience with procurement platforms such as Coupa and Oracle. This is a hands-on role that offers the opportunity to contribute directly to the scalability and effectiveness of procurement operations within a dynamic, cross-functional environment.

Job Responsibilities:

Responsible for budget tracking and reporting for Platform Engineering External Spend and Cost to Serve spend at project and budget line item level. The selected individual will be fully cross-trained in all activities performed by the team, become a subject matter expert of the end-to-end procure-to-pay process for client, and be capable of appropriately directing, prioritizing the execution of work, resolving escalations, as well as hands-on performing the job responsibilities listed below as related to budgeting, forecasting and associated purchasing/procurement activities end-to-end.

Contracts

• Maintaining a contract database with all associated metadata
• Tracking contract renewals and proactively engaging with the business to validate whether renewal will take place & reconciling with the forecasting team and the Sourcing team
• Liaising between the business, Sourcing, and legal teams to facilitate the contract renewal process
• Processing intake for new contracts into the system workflow and facilitating the contract as it flows through Legal review and Sourcing negotiation.
• Helping optimize and document the contracts management program from all angles
• Creating and maintaining wiki reference guides on the contracts process for the wider organization
• Serving as the SME and the go to person for the contracts process logistics with all partner teams - Sourcing, Legal, business stakeholders, procurement and forecasting teams.

Budget/Forecast/Actuals Management

Manage updates to two several hundred million dollar Platform Engineering budgets at project level, by:

• Staying aligned with budget owners to re-forecast future periods and review actual spend trends after parsing General Ledger on a monthly basis (and mapping transactions, amortization and accrual entries to budget line items through semi-automated and manual mapping methods).
• Aligning with strategic finance and providing variance reasons as well as bottoms up forecast submission for subsequent months (Cash & P&L views)
  

Budget Management: Annual planning

Enable and support the business in annual planning of two several hundred million dollar budgets:

• Provide detailed baseline current year spend data for the business to use as reference when compiling future year commitments;
• Lead the planning reviews across time zones to ensure accurate inputs from the business
• Facilitate reviews with department owners - if over target, help ensure that adequate information is provided toward a prioritization decision
• Clean up and compile bottoms up plan for strategic finance budget baseline submission when all inputs are complete
  

Quality Control /Purchase Request Approvals

Validate accounting coding, correct project selection & available budget against forecast during Coupa approval cycle for each purchase. PR/PO creation, coding, maintenance, policy attributes and compliance:

• Review Purchase requests (PR) and Purchase Orders (PO) for policy, coding and compliance;
• Create Purchase Requests (PRs) as requested by stakeholders, and in accordance with standards of procedure.
• Ensure timely approvals & PO issuance;
• Ensure POs have sufficient funds as invoicing takes place and escalate to appropriate stakeholders as needed.
• Facilitate Goods Receipt through Advanced Shipment Notification and Lease Exhibit processing.
• Validate received Invoices against the contractual amount
  

Procurement Helpdesk:

• Resolve internal and external inquiries regarding purchases, supplier onboarding, supplier invoicing issues, and payment escalations.
• Execute a proactive review of invoice submissions for accuracy against purchase orders and contracts, and facilitate the On-Time-Payment rate to suppliers staying above 95% monthly.
• Timely resolution of invoice holds and supplier payment issues; triaging as required with stakeholders
• Work closely with internal Uber and supplier teams to facilitate resolution of pending issues
• Provide transactional and internal review support on the PR/PO process as requested by stakeholders
• Act as a subject matter expert on the end-to-end process and liaison between Uber business stakeholders, Sourcing, Finance Operations, Accounting teams, and suppliers.
  

Reporting:

• Prepare reports and provide basic analysis of the data, including On-Time-Payment rate to Suppliers, After-the-Fact Purchase Orders, PO balances vs actual invoiced amounts, contracted vs invoiced amounts, and other reports as requested by Uber stakeholders.
• Provide timely ad hoc and recurring reports as per specifications.
• Create / maintain visualizations and digestible and accurate reports for financial management and spend analysis by category and business team.
  

Data Integrity validation: Validate information consistency and evaluate discrepancies across various Uber systems such as Coupa, Oracle, ServiceNow, and others as directed or per established procedure.

Governance and Cadence: Assist in the creation/automation of weekly, monthly and periodic dashboards on team performance on SLA/KPIs and metrics

Drive process improvements and standardize the financial reporting within Platform Engineering in collaboration with Strategic Finance teams

Provide additional ad hoc requested services as needed and as available time allows for.

Requirements:

• Have a solid understanding of Procure to Pay downstream operations.
• Business English fluency
• Operational mindset with a focus on execution
• Ability to diagnose and resolve issues with systems and processes by working with necessary stakeholders
• Diligent problem-solving skills and takes accountability for decisions and actions
• Ability to prioritize and execute tasks in a fast-paced environment, make sound decisions, and possess a keen attention to detail
• Experienced working in a high-paced operations environment with rigorous SOX compliance procedures, as well as less defined areas of responsibility that require optimization.
• Have a solid understanding of a customer service environment and how to approach a highly variable level of stakeholders - from an intern to a Senior Director level.
• Excellent verbal and written communication skills
• Expert in Google Sheets and/or Excel advanced formulas - IF statements, vlookup, PivotTables, Charts, ImportRanges, queries, arrays, macros, etc.
• Highly proficient with process documentation and interested in process design and optimization.
• Must be self-motivated, able to work independently and as a team member
• Proficient with Google DocsSheets, Google Slides, Gmail
• Proficient withPowerpoint
• PST Hours shift required
• [Preferred] knowledge of DocuSign CLM, Jira, and Confluence

Estimated Pay Range: 30-32/hr

Exact compensation and offers of employment are dependent on circumstances of each case and will be determined based on job-related knowledge, skills, experience, licenses or certifications, and location.

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Estimated Pay Range: The estimated pay range for this position is USD $30.00/Hr. - USD $32.00/Hr. and is a Non-Exempt role. Exact compensation and offers of employment are dependent on circumstances of each case and will be determined based on job-related knowledge, skills, experience, licenses or certifications, and location.

Exact compensation and offers of employment are dependent on circumstances of each case and will be determined based on job-related knowledge, skills, experience, licenses or certifications, and location.