Administrative Assistant – Purchase Order, Stakeholder Coordination

• Process, track, and manage purchase orders and corporate card purchases from initiation through completion
• Coordinate with finance, procurement, vendors, and department leads to resolve PO discrepancies, approvals, and status updates
• Interface with vendors, suppliers, and service providers regarding order details, delivery timelines, and invoicing
• Maintain organized records of POs, contracts, and related documentation and ensure compliance with internal purchasing policies
• Schedule and coordinate procurement and budget-planning meetings, including agendas and materials
• Reconcile expense reports and purchase documentation with finance teams
• Manage administrative needs including office supplies, equipment orders, software license requests, and vendor communications
• Support onboarding of new vendors or team members regarding procurement processes
• Collaborate on cross-departmental projects and process improvements
• Handle sensitive and confidential purchasing information with discretion

• 5+ years of experience in an administrative, coordination, or procurement support role
• Experience managing purchase orders, invoices, or vendor relationships
• Excellent organizational skills with acute attention to detail
• Strong written and verbal communication skills; comfortable coordinating across multiple stakeholders and departments
• Fully bilingual in English (no exceptions)
• Ability to balance multiple priorities in a fast-paced, deadline-driven environment
• Proficiency with standard office and procurement/finance software (e.g., spreadsheets, PO/ERP systems)
• Bachelor's degree (nice-to-have)
• Experience supporting Directors, Senior Directors, or similar leadership (nice-to-have)
• Familiarity with corporate procurement systems and approval workflows (nice-to-have)
• Calm, solutions-oriented demeanor under pressure; strong sense of professionalism and discretion (nice-to-have)