Procurement Analyst

MISSION

Serve as the reliable first point of contact for purchase order inquiries by accurately capturing requests, routing them to authorized procurement personnel, and supporting timely, controlled procurement processing.

OUTCOMES

1. Manage the PO Hotline & Customer Intake - Answer incoming PO hotline calls and inquiries, provide courteous assistance, identify the nature and urgency of each request, and maintain a consistent point of contact.

a. KPI: Hotline inquiries are acknowledged and logged promptly and professionally.

b. KPI: Calls and requests are directed or escalated within established service expectations.

c. Competencies:

Customer Service; Communication; Responsiveness; Professionalism.

2. Capture & Maintain Accurate PO Requests - Record requester, vendor, project or department, requested amount, request type, needed date, and supporting details in approved tracking systems.

a. KPI: Request records are complete, accurate, and current.

b. KPI: Missing or conflicting information is identified and followed up before routing.

c. Competencies:

Attention to Detail; Documentation; Organization; Accuracy.

3. Route Requests & Protect Approval Controls - Direct inquiries to the appropriate Procurement Specialist, processing team member, or Procurement Manager using established workflows and approval levels.

a. KPI: Requests are routed to the correct owner without avoidable rework.

b. KPI: No PO approvals, purchasing commitments, or exceptions are made outside assigned authority.

c. Competencies:

Process Discipline; Judgment; Integrity; Accountability.

4. Coordinate Follow-Up & Procurement Support - Track request status, communicate routing updates, follow up with stakeholders, and assist Procurement Specialists and the Procurement Manager with administrative tasks.

a. KPI: Open requests and follow-up actions remain visible and current.

b. KPI: Urgent, stalled, or exceptional requests are escalated promptly.

c. Competencies:

Collaboration; Follow-Through; Prioritization; Teamwork.

5. Improve Hotline Service & Build Procurement Capability - Identify recurring inquiries and process gaps while developing knowledge of purchasing procedures, vendor documentation, confidentiality, and procurement systems.

a. KPI: Tracking accuracy, responsiveness, and service consistency improve over time.

b. KPI: Assigned learning objectives and process improvement opportunities are completed.

c. Competencies:

Learning Agility; Continuous Improvement; Discretion; Initiative.