Procurement Specialist

Procurement Specialist We are SGS – the world’s leading testing, inspection and certification company. We are recognized as the global benchmark for quality and integrity. Our 93,000 employees operate a network of 2,600 offices and laboratories, working together to enable a better, safer and more interconnected world. Job Description AU & NZ Procurement Mailbox Management Actively monitor AU & NZ Procurement mailboxes – respond to all transactional procurement issues/requests from internal and external stakeholders. Direct supplier‑based queries to the appropriate category specialist and engage with Accounts Payable or the Business Lines accordingly. Check that all Order Confirmations are sent to the requestor of PO; if not, look them up and forward the order confirmation. If suppliers advise of different pricing on Order Confirmation, review whether BPA’s need updating and ensure the business is notified to update the PO for the invoice to be paid when received. All emails received to be responded to within same day or within 24 hours on working days. All emails resolved and closed out within same day or 24 hours of receipt – subject to complexity and/or additional actions required. Transactional Purchasing Review all non‑catalogue procurement requisitions and convert each to Purchase Orders for release. Ensure compliance to procurement policy and appropriate supplier selection in consultation with category specialists and the requestors. Update the tracking sheet each time this is actioned for sending to Procurement team for review. Run an Incomplete Report each day to ensure nothing is missed. Auto‑create PO generated within same day or 24 hours turnaround for all requisitions. Run the auto‑create reports twice within a day (first report around 10:30 am, second report around 3:30 pm). Send information to Procurement Team to review suppliers with non‑catalogue PO’s weekly. Requisitions must have an attached copy of a quotation of >$1K. Review commercials for non‑catalogue requisitions, supplier name, currency, items ordered and prices before approving for PO. Review quarterly the payment terms from Master Data are correct on all CPA’s, BPA’s and Open PO’s. Action the opening and closing of Purchase Order requests. Internal Catalogue Maintenance Create new items, add/remove items in the main store catalogue in consultation with the corresponding category specialist. Work on creation of catalogues initiated by the category specialists and maintain up to date description, currency, UOM and price information to ensure data integrity. Business Line requests must supply their request on the correct template and a copy of the quote. Requests are approved by Category Specialist or Procurement Manager prior to updating in Oracle. Update in Oracle within 24 hours of receipt of request. Ensure Category Specialist is engaged within 12 hours of receipt of request to ensure timely review and approval prior to completing updates in Oracle. Create, monitor, update and finalise Contract Purchase Agreements as approved by Category Specialists and approved in Oracle by Procurement Manager. New Supplier & Reactivation Request Review workflow generation requests and provide guidance to the Business Lines and Suppliers to ensure timely completion and compliance to the process. Conduct procurement review in workflow generation within 48 hours of receipt, checking compliance of all supplier pre‑assessment questionnaire requirements including required attachments. Download all documentation and save in Supplier Records files. Master Data Updates – Xerox Error Codes Maintain supplier master data through Xerox Error Code to identify updates required. Understand requirements to update master data and request relevant information from supplier and request Business Line to raise a Workflow Generation for updates to be made. Xerox Cancelled Invoices Work from the Cancelled invoices report from AP and emails AP send back to suppliers for rejected invoices. Communicate with the business to have the invoices actioned and processed to ensure payment can be made. Provide feedback to the business about the PO process to ensure suppliers have PO’s on invoices. Review why invoices are rejected and how we can work with the suppliers to resolve future issues and lower the rejection number. Reporting Run Active Supplier List, format and load on Procurement SharePoint monthly. Run Open PO Report and email to stakeholders to review and take action weekly. Run Invoice before PO report monthly. Identify Top 10 suppliers and Top 10 Requestors and provide support to resolve on a weekly basis. Projects to support Procurement As required, support will be required on projects. Qualifications Well‑developed written and verbal communication skills. Ability to manage time to meet deadlines and timeframes as they arise. Ability to prioritize duties and deal with unforeseen circumstances. Basic understanding of purchasing business principles and systems. Knowledgeable in Oracle system. Additional Information Experience in dealing with clients. Organised, with administrative skills. Ability to adapt quickly and demonstrate flexibility. Able to work independently. Strong team player. Customer service oriented. Good analytical and problem‑solving skills. Detail oriented. Focus on achieving results and continuous improvement. Knowledge of Oracle E Business Suite is nice to have. Seniority level Associate Employment type Full‑time Job function Finance Industries Retail Office Equipment, Consumer Services, and Oil and Gas #J-18808-Ljbffr