Procurement Operations Coordinator

About Trilyon, Inc.

With a legacy spanning over 16 years, Trilyon, Inc. specializes in delivering comprehensive global workforce solutions and staffing services, excelling across diverse sectors such as Cloud technologies, Salesforce, Artificial Intelligence, Machine Learning, and Technical Writing.

Position Overview

We are seeking a Procurement Operations Coordinator for a 12-month contract role, operating remotely within the Pacific Standard Time zone. This position is pivotal to ensuring efficient procurement workflows and maintaining operational excellence.

Key Responsibilities

• Manage the intake queue for purchase requests, ensuring completeness, flagging missing information, and maintaining service level agreements to minimize delays.
• Coordinate the contract workflow by routing and monitoring contract statuses.
• Identify situations requiring escalation, actively seek clarification before impasse, and report new scenarios for documentation purposes.
• Monitor and resolve stalled purchase requests to maintain smooth processing.
• Communicate proactively with requestors regarding their purchase request status and promptly flag any impediments.
• Provide Slack-based triage support and empower requesters by responding to routine inquiries per the documented playbook.
• Facilitate office hours and escalate complex blockers to the Sales & Marketing Procurement Operations Lead.
• Highlight recurring inquiries to improve documentation and optimize existing processes.
• Assist in month-end close activities by generating reports on stale or unbilled purchase orders and coordinating the review for closure or amendments.
• Collect accrual and fluctuation data from spend owners and vendors related to Sales & Marketing.
• Draft initial analyses of vendor flux patterns and drivers for review by the Procurement Ops Lead.
• Detect hygiene issues related to vendors, requester groups, or categories and recommend corrective action.
• Support the maintenance and enhancement of process documentation including standard operating procedures, decision trees, and user guides.
• Propose improvements to increase procedural efficiency and clarity of frameworks.

Required Qualifications

• 3 to 5 years experience in procurement operations, accounts payable, finance or accounting, or closely related operational functions.
• Proven skills in managing procurement intake, workflows, and comprehensive documentation.
• Familiarity with financial controls, accounting principles, accrual processes, and reconciling budget versus actual expenditures.
• Experience supporting Sales & Marketing with spend management or intangible contracting.
• Meticulous attention to detail, with the ability to identify errors, validate data thoroughly, and diligently follow through on outstanding issues.
• Strong problem-solving aptitude, addressing not only immediate challenges but also underlying root causes.
• Excellent written communication skills, capable of handling multi-part queries, explaining processes clearly to non-technical stakeholders, and enhancing stakeholder understanding through documentation.
• Collaborative mindset, comfortable working across teams, asking for help or escalating issues correctly rather than making assumptions.
• Adaptability in a fast-paced, high-growth, and often ambiguous environment, able to shift priorities effectively despite incomplete information.

Preferred Skills

• Experience with tools such as Excel or Google Sheets, Zip, Slack, and Ironclad.
• Previous involvement in month-end close procedures or vendor reconciliation tasks.
• Proficiency in documenting complex processes for audiences without technical backgrounds.