Purchase Specialist

Overview

The Purchase Order Management Analyst role is an integral part of the Global Workplace Experience team based in the United States, focusing on maintaining best practices in purchase order and purchase-to-pay operations. This position is tasked with delivering dependable process assistance, visibility through reporting, and resolving issues to assist operational leaders in managing purchasing activities aligned with business objectives, budgets, and company policies.

The role encompasses support for purchase requisition intake, purchase order creation and monitoring, vendor maintenance requests, resolving invoice holds, and other related procurement activities. Collaboration with U.S. site teams, Procurement, Finance, suppliers, and facility management is crucial to ensure efficient and compliant purchase and payment executions.

Key Responsibilities

• Manage the Requisition Request Form process, ensuring accuracy and completeness.
• Create and consolidate purchase requisitions as appropriate using ARIBA, following priority and authorization protocols.
• Coordinate vendor maintenance, including new supplier onboarding and payment term requests.
• Resolve invoice holds and payment issues promptly to facilitate smooth transactions.
• Track purchase orders and invoices through to completion and closure.
• Respond to requisition inquiries and liaise with suppliers and Procurement on an ad-hoc basis.
• Assist Operations Analysts in addressing purchase order queries.
• Provide procurement coordination, requisition processing, and vendor administrative support.
• Design and implement process improvements to enhance expenditure management and purchasing efficiency.

Candidate Requirements

• Excellent communication abilities for clear verbal and written interactions.
• Customer-oriented with the ability to engage effectively across various levels, including senior management and external suppliers.
• Analytical mindset able to question processes constructively.
• Capable of meeting deadlines consistently with effective workload prioritization and planning.
• Strong teamwork skills as well as the ability to work independently.
• Proactive, confident, and adaptable approach to delivering services.
• Flexible and open to adjusting to changing workloads and adopting new technologies, especially Pfizer AI tools and systems.
• Expertise in advising others on purchase to pay and accounts payable procedures.
• Innovative thinker who contributes ideas for continuous process enhancements.
• Proficiency in Microsoft Outlook, Excel, Word, Teams, PowerPoint, ARIBA purchasing system, and SAP ERP.

Scope of Service

• Manage the Purchase Request Forms received via team mailbox, ensuring completeness and correctness, with regular reviews to optimize the form.
• Raise purchase requisitions in ARIBA as per priority and coordinate approvals with operational staff and authorized signatories.
• Maintain ongoing oversight of purchase orders from approval through receipt, invoice processing, and closure while ensuring compliance with corporate policies including FCPA.
• Serve as primary contact for resolving invoice holds and payment issues.
• Complete Vendor Maintenance Forms to onboard suppliers into the ARIBA system adequately.
• Support and liaise on requisition queries and supplier communications as needed.
• Contribute to the development and refinement of processes to boost expenditure control and purchasing discipline across the purchase-to-pay cycle.
• Assist Operations Analysts in efficiently addressing purchase order concerns.