Procurement Coordinator II

Job Description:

The Procurement Expediter & Invoice Resolution Specialist is responsible for ensuring timely delivery of materials by actively expediting purchase order lines, monitoring supplier performance, and resolving invoice holds. This role supports the supply chain by tracking open orders, communicating with vendors and internal stakeholders, and reconciling discrepancies to facilitate prompt payment and material flow.

Key Responsibilities

Expediting Purchase Order Lines
• Monitor open purchase order lines for material deliveries using supply chain dashboards and reports.
• Track promised versus actual delivery dates, proactively identify delays, and communicate with vendors to expedite shipments.
• Maintain accurate records of expediting activities, including vendor feedback, delivery status updates, and reasons for delays.
• Collaborate with buyers, project managers, and warehouse coordinators to resolve delivery issues and update stakeholders on order status.
• Utilize automated tools and work queues to prioritize expediting actions and ensure all critical materials are tracked through to receipt.
• Capture and report on key metrics such as on-time delivery rates, vendor performance, and frequency of delivery date changes.
Invoice Hold Resolution
• Review and resolve invoice holds related to purchase orders, including PO resolution, matching assistance, ordered quantity, and received quantity holds.
• Coordinate with Accounts Payable, buyers, and receivers to generate receipts, provide matching instructions, or initiate change orders as needed.
• Communicate with vendors and internal teams to clarify discrepancies and ensure timely invoice processing.
• Document actions taken to resolve holds and follow up to confirm successful payment or further required actions.
• Maintain a working knowledge of common invoice hold types and the appropriate resolution steps for each.
• Coordinate targeted training and guidance to end users identified as having out-of-compliance invoicing and receiving practices, ensuring they understand proper procedures and compliance requirements.
• Collaborate with Receipt Accounting on monthly accrual review for receipt-based accruals.
Process Improvement & Compliance
• Participate in the continuous improvement of expediting and invoice reconciliation processes.
• Ensure compliance with procurement policies, internal controls, and audit requirements.
• Support the development and maintenance of expediting and invoice resolution documentation and training materials.

Required Skills & Qualifications
• Bachelor’s degree preferred (Business Administration, IT, Information Science)
• 3-5 years experience in supply chain, procurement, or accounts payable roles.
• Strong organizational and communication skills.
• Ability to analyze data and prioritize tasks in a fast-paced environment.
• Proficiency with procurement and ERP systems (e.g., Oracle, Power BI, SharePoint).
• Problem-solving mindset and attention to detail.

Preferred Qualifications
• Experience with vendor management and performance tracking.
• Familiarity with invoice processing and common hold types.
• Knowledge of supply chain metrics and reporting tools.

Must Have
• Bachelor’s degree (Business Administration, IT, Information Science)

• 3-5 years' experience in supply chain, procurement, or accounts payable roles.

• Strong organizational and communication skills.

• Ability to analyze data and prioritize tasks in a fast-paced environment.

• Proficiency with procurement and ERP systems (e.g., Oracle, Power BI, SharePoint).

• Problem-solving mindset and attention to detail.

Nice to Have
• Experience with vendor management and performance tracking.

• Familiarity with invoice processing and common hold types.

• Knowledge of supply chain metrics and reporting tools.