Procurement Administrator
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Key skills for this role
Role Overview
The Procurement Administrator coordinates purchase order activity across multiple entities and projects.
The role owns the agreements-to-PO process and maintains accurate agreement and PO records.
The role supports spend forecasting, accrual preparation, and consistent procurement processes.
Key Skills for This Role
Full Job Posting
Position Overview
The Procurement Administrator coordinates purchase order activity across multiple entities and projects.
The role owns the agreements-to-PO process and maintains accurate agreement and PO records.
The role supports spend forecasting, accrual preparation, and consistent procurement processes.
Agreements and Contracts
- Maintain a master tracker of signed project-related agreements across all entities.
- Record counterparties, contract values, dates, renewal or termination periods, scope, owners, and status.
- Flag upcoming renewals and expiries.
- Confirm that a signed agreement exists before a related PO is issued.
- Update the tracker when agreements are amended, extended, or novated.
Finance and Forecasting
- Share the agreements and PO tracker regularly with Cost Control and Finance.
- Provide visibility of committed values, timing, and status for spend forecasting and accrual preparation.
- Ensure the tracker is updated and circulated before agreements are finalized.
Purchase Orders and ERP
- Prepare POs after agreements are signed using cost controller inputs.
- Ensure correct project allocation, category, scope, and values.
- Own the PO lifecycle in the ERP from creation through approval and confirmation.
- Action PO revisions after receiving approved instructions.
- Register and maintain vendor records before PO issuance.
- Apply consistent PO numbering, templates, and filing conventions.
Stakeholder Coordination
- Act as the first point of contact for vendor queries about PO and contract status.
- Coordinate with Legal on agreement execution status.
- Liaise with project teams and requestors on requisitions, delivery, scope confirmations, and revisions.
- Follow up with principals or approvers to secure timely ERP approvals.
Qualifications and Skills
- 3 to 5 years of experience in procurement, purchasing, or contracts administration.
- Multi-entity or project-based experience is preferred, especially in energy, infrastructure, or construction.
- Experience with PO and ERP systems such as SAP, Oracle, Dynamics, or similar.
- Strong Excel skills.
- Working knowledge of contract terms and procurement controls.
- Ability to manage high volumes of POs and contracts accurately.
- Good communication skills for cross-functional and cross-jurisdictional coordination.
- Bachelor's degree in business, supply chain, finance, or a related field, or equivalent practical experience.
Reporting and Leadership
The role reports to the Senior Cost Controller or Cost Control function.
It is initially an individual contributor role with no direct reports.
The role is expected to work independently and flag risks such as POs requested without signed agreements.
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