Procurement Operations Analyst

Job Description

no C to C or sponsorship

Hybrid - 2 days onsite in Rochester, NY

Procurement Operations Analyst

Contract Administration | Procurement Reporting | Supplier Coordination

Position Overview

We are seeking a detail-oriented Procurement Operations Analyst to support procurement activities across IT, Marketing, and Corporate Services. This individual will manage contract administration workflows, coordinate reviews and approvals, maintain procurement documentation, develop reports and dashboards, and support process improvement initiatives.

The ideal candidate is highly organized, analytical, and comfortable coordinating with multiple stakeholders, including Procurement, Legal, Finance, business teams, and external suppliers. This role requires strong communication skills, attention to detail, and the ability to manage multiple priorities and deadlines.

Key Responsibilities

Contract and Procurement Administration

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• Manage the intake, review for completeness, routing, tracking, and processing of Statements of Work (SOWs), Order Forms, Change Orders, amendments, and related procurement documents.
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• Coordinate reviews and approvals with Procurement, Legal, Finance, Information Security, Privacy, business stakeholders, and suppliers.
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• Proactively follow up on outstanding actions, identify workflow bottlenecks, and escalate delays, risks, or missing information.
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• Maintain accurate and up-to-date contract, SOW, supplier, renewal, risk, and action-item trackers.
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• Support supplier onboarding, contract renewals, and closeout activities.
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• Update contract records and workflow status in designated procurement systems, including Sirion.
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Procurement Reporting and Analytics

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• Prepare and distribute weekly, monthly, and ad hoc reports on procurement pipeline activity, contract status, aging items, risks, pending decisions, and upcoming renewals.
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• Develop and maintain dashboards that provide visibility into workload, processing cycle times, spend, savings, supplier performance, contract milestones, and escalations.
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• Analyze procurement data to identify trends, potential control gaps, delays, and opportunities for process improvement.
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• Prepare clear, executive-ready summaries, presentations, and supporting materials for stakeholders and leadership.
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• Monitor performance metrics and service levels, ensuring reporting is accurate, timely, and consistent.
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Stakeholder and Supplier Coordination

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• Serve as a central coordination point for Procurement, business stakeholders, suppliers, Legal, Finance, and other review teams.
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• Communicate status updates, outstanding requirements, risks, and next steps in a timely and professional manner.
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• Maintain visibility into open items and help ensure required documentation and approvals are completed within established timelines.
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• Build effective working relationships across teams to facilitate efficient contract processing and issue resolution.
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Governance and Process Improvement

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• Maintain accurate records and supporting documentation in designated systems and repositories.
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• Document recurring procedures, workflows, and administrative processes.
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• Identify opportunities to improve reporting, dashboards, workflow automation, and overall procurement efficiency.
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• Support approved continuous improvement initiatives and other related procurement operations activities.
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Required Qualifications

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• Experience in procurement operations, contract administration, purchasing support, vendor management, or a related administrative or analytical function.
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• Experience coordinating SOWs, contracts, amendments, change orders, approvals, or similar documentation.
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• Strong Microsoft Excel skills, including data organization, reporting, analysis, and tracking.
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• Working proficiency in Power BI, SharePoint, PowerPoint, Word, and Power Automate.
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• Strong written and verbal communication skills.
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• Excellent organizational skills and attention to detail, with the ability to manage multiple concurrent priorities.
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• Ability to follow established processes, identify issues, track action items, and escalate risks appropriately.
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• Strong analytical, problem-solving, and stakeholder coordination skills.
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• Ability to handle confidential information responsibly and maintain accurate records.
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Preferred Qualifications

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• Experience with Sirion or another contract lifecycle management (CLM) or procurement workflow platform.
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• Experience developing dashboards, operational reports, and performance metrics.
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• Familiarity with procurement governance, contract renewals, supplier onboarding, and approval workflows.
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• Experience supporting process automation or continuous improvement initiatives.
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• Experience working with cross-functional teams in a corporate environment.
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Work Arrangement and Hours

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• One dedicated, full-time resource.
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• Up to 40 hours per week.
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• Work priorities may shift based on business demand, deadlines, risk, and available capacity.
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Performance Expectations

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• Maintain accurate and current contract, SOW, renewal, risk, and action-item trackers.
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• Deliver weekly procurement pipeline reports and monthly performance summaries on schedule.
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• Coordinate required reviews and approvals and proactively follow up on outstanding items.
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• Escalate delays, risks, and missing information promptly.
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• Maintain complete and accurate documentation in designated systems.
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• Support continuous improvement efforts and meet agreed-upon service levels.
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Additional Requirements

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• Follow applicable security, privacy, confidentiality, records-management, and acceptable-use requirements.
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• Obtain appropriate authorization before making commercial commitments, accepting contractual terms, or communicating decisions on behalf of the organization.
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• This role provides administrative and analytical support and does not independently approve contracts, expenditures, suppliers, or commercial terms, or provide legal advice.
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