Purchasing Operations Coordinator

Purchasing Operations Coordinator

It is inspiring to work in an organization where individuals are deeply committed to the mission and values that drive our success. We are dedicated to delivering expert pension service to Illinois public educators as they earn their promised retirement security.

The Purchasing Operations Coordinator plays a vital role in supporting agency purchasing and contract workflows by ensuring compliance with established policies and partnering closely with departments across the organization. This role is well suited for a detail-oriented professional who thrives on coordination, follow-through, and process integrity.

Under the supervision of the Purchasing Manager, the Purchasing Operations Coordinator supports the administration and execution of agency purchasing functions in accordance with applicable laws, rules, and internal policies. This position serves as a liaison between agency departments and the Purchasing Manager, helping to coordinate purchasing activities and ensure compliance with established policies and procedures. This role works closely with TRS departments to understand purchasing needs, provide guidance on required steps and documentation, and coordinate purchasing activities from request through completion.

It also provides administrative and operational support to the Purchasing Manager related to solicitations and contracts, including document preparation, routing, and tracking. The incumbent must remain current on TRS rules and policies, as well as applicable regulations and requirements issued by relevant state agencies. TRS is a public employee retirement system not subject to the Illinois Procurement Code (30 ILCS 500) that may apply to other state agency procurements.

TRS administers procurement and contract matters in accordance with TRS policies and applicable regulatory requirements.

• Coordinate and process purchasing activities, including converting approved requisitions into purchase orders, placing orders with vendors, and tracking purchases through completion.
• Assist departments prior to purchase requests by helping clarify needs, identifying the appropriate purchasing method, and confirming required documentation in accordance with established policies and procedures.
• Provide ongoing support to departments throughout the purchasing process, including answering process questions, guiding users through procurement requirements, and assisting with procurement-related issues as they arise.
• Provide operational support for purchase order and contract workflows, including preparing purchase orders for signature, routing purchase orders and contracts through the contract lifecycle management system as assigned, and tracking status through completion.
• Assist the Purchasing Manager with solicitation activities, including documentation, approvals, and coordination of evaluation processes.
• Compile Procurement and Contract Committee meeting packets and serve as the primary backup to the Purchasing Manager for leading committee meetings.
• Maintain current knowledge of rules and policies affecting assigned areas, including TRS policies and procedures as well as the rules and policies of the Illinois Office of the Comptroller and Governor's Travel Control Board.
• Coordinate approved agency credit card transactions in accordance with policy.
• Partner with the TRS Accounting department to resolve vendor invoice discrepancies.
• Review travel requests for compliance with applicable policies and procedures and provide guidance to TRS staff on travel requirements as needed.
• Assist in maintaining and updating the TRS Signatory Authorization Matrix.
• Maintain effective working relationships with staff and vendors.
• Provide information and documentation to internal and external auditors as required or requested.
• Prepare various reports relating to purchasing.
• Perform other duties as assigned.

• Ability to review information and accurately apply policies and procedures.
• Strong analytical and problem-solving skills.
• Strong interpersonal skills, with the ability to communicate effectively with staff,…