Purchasing Operations Coordinator

Responsibilities

• 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 clarifying 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, 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.

• An associate’s degree in business administration, accounting, public administration, or a related field is required; or three (3) years of relevant professional experience in purchasing operations, purchasing coordination, administrative operations, or a related field in lieu of an associate’s degree.
• Two (2) years’ experience in a government or corporate organization involving purchasing coordination, administrative workflow, compliance review, or similar process-driven responsibilities.
• Public sector purchasing or procurement experience is preferred.
• Experience assisting with purchasing functions, solicitation or contract documentation, approval workflows, or document routing systems is preferred.