Office & Procurement Coordinator

About the role

The Office & Procurement Coordinator owns end-to-end procurement for the Lexington site and serves as the primary point of contact for employees, visitors, vendors, and contractors. Reporting to the EHS and Facilities Manager, this role purchases goods and services on the site's behalf within approved budgets and company policy, resolves procurement and reconciliation issues with limited supervision, and maintains a professional, welcoming, and well-run office. Approximate time allocation: Site Procurement (50%), Office Coordination & Reception (40%), Administrative Support (10%).

Key Responsibilities

Reception/Lobby

• Greet employees, visitors, and guests and direct or escort them to the appropriate location, following proper security procedures
• Receive mail, documents, packages, and courier deliveries and deliver or distribute items; assist with outgoing mail and maintain supplies for small mail room
• Assist guests in sign in/sign out procedures, manage and coordinate site access controls (e.g. badging) following facility access rules
• Perform administrative and clerical support tasks

Office Coordinator & Reception (~40%)

• Proactively maintain an organized, clean, and efficient office environment that is responsive to colleagues' needs
• Manage the tracking, ordering, and organization of office and kitchen supply inventory
• Responsible for the organization, order, and cleanup of the weekly Lexington office lunch
• Responsible for the general upkeep of the office space, including conference rooms, kitchen and reception area, specifically stocking the office and kitchen, coordinating kitchen and office orders and deliveries, and managing office equipment and vendors
• Assist in developing local onboarding and offboarding processes and coordinate related actions with key stakeholders
• Key stakeholder in site activity committee with responsibility for partnering with team members for event planning, coordination, and overall execution of site events (e.g., End of Year/Holiday Party, Team building Events, Happy Hours)
• Proactively identify, propose, and implement processes that improve the smooth running of the office

Site Procurement (~50%)

• Own end-to-end purchasing for site laboratory consumables, facilities, and office needs, ordering on behalf of the site within approved budgets and blanket POs. Capital (CapEx) project purchasing remains with the respective business departments
• Create, maintain, and track purchase orders (POs) and annual blanket POs
• Monitor procurement spending and provide budget and PO utilization updates to stakeholders, and prepare monthly PO accrual reporting by cost center
• Coordinate vendor onboarding, including submitting new vendor requests to the Master Data team, and provide ongoing supplier support
• Hold a site P-Card; process, reconcile, and cross-charge P-Card purchases to the appropriate cost centers and projects, and prepare related expense reports, in compliance with company policies
• Review, track, and coordinate invoice approvals and payment processing with Accounts Payable
• Serve as the site SAP procurement super user and central point of contact; all site requisitions and POs route through this role for entry, cost center reallocation, reconciliation, and issue resolution
• Investigate and resolve non-routine procurement issues (e.g., PO, invoice, receipt, and cost center discrepancies), escalating to budget holders or Finance as needed
• Partner with Finance, Accounts Payable, Procurement, Facilities, EHS, and R&D teams to ensure timely acquisition of goods and services
• Maintain procurement records and ensure compliance with company purchasing policies and internal controls
• Develop and improve procurement processes to increase efficiency, cost effectiveness, and service support across the site
• Act as the primary site liaison between internal customers and external vendors regarding purchasing and procurement-related matters

Administrative Support (~10%)

• Provide administrative support as requested, including calendar management and schedule changes, meeting coordination, and travel arrangements
• Support executive assistants and site leaders as needed, including expense report preparation, visitor coordination, and readiness for leadership meetings and catered events

Authority

Purchases goods and services on behalf of the site within approved budgets, blanket POs, and assigned P-Card limits (P-Card limit: $[TBD]). Does not approve spend; purchase approvals remain with budget holders per the company delegation of authority.

Skills & Experience

• Demonstrated professionalism, courtesy, and a strong customer-service mindset
• Excellent time management skills with the ability to manage and prioritize multiple responsibilities, deadlines, and stakeholder requests
• Ability to anticipate challenges, identify needs, and proactively implement solutions
• Meticulous attention to detail, particularly when managing purchase orders, invoices, budgets, vendor records, and financial documentation
• Demonstrated discretion and integrity when handling confidential business, financial, and employee information
• Strong organizational skills in both physical workspace management and information management, including contracts, purchasing records, invoices, and vendor files
• Service-oriented mindset with the ability to build strong working relationships across departments and with external suppliers
• Strong communication and interpersonal skills with the ability to interact effectively with employees, leadership, vendors, contractors, and visitors
• Ability to work independently while exercising sound judgment and knowing when to escalate issues
• Spirit of continuous improvement with a willingness to identify inefficiencies and implement process enhancements
• Strong analytical and problem-solving skills with the ability to reconcile discrepancies and resolve procurement, vendor, and invoice-related issues
• Collaborative approach with the ability to partner effectively with R&D, Facilities, EHS, Finance, Accounts Payable, Procurement, and Site Leadership teams

Qualifications/Education

• High school diploma or equivalent required; associate's or bachelor's degree preferred
• 3-5 years of professional experience in office administration, procurement, or purchasing support, including at least 2 years of hands-on purchase order and vendor management experience
• Demonstrated experience with purchasing processes, vendor management, invoice coordination, and budget tracking
• Experience using SAP or other ERP systems for vendor administration, purchase requisitions, and purchase order management required; SAP strongly preferred
• Proficiency in Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams
• Strong customer service, administrative, organizational, and communication skills
• Experience working in a laboratory, manufacturing, healthcare, life sciences, or corporate office environment is a plus
• Demonstrated ability to manage multiple priorities, maintain accurate records, and work effectively with cross-functional teams and external vendors
• Working knowledge of procurement, purchasing, and accounts payable processes

Working Conditions

This position requires onsite presence 5 days a week, 40 hours per week; occasional work outside standard hours may be needed to support site events. Regularly stands and walks throughout the site; lifts, carries, and moves packages, deliveries, and supplies up to [25] lbs; sets up for meetings and site events.

Special Factors

Canva or similar design tools for site communications and event materials.