Administrative Assistant -- Purchase Order & Stakeholder Coordination

Job Description

Job Description

Location: Mexico, Brazil, and Canada (PST Overlap). Fully bilingual in English.

About Virtasant

Virtasant is a global technology services company with a network of over 4,000 technology professionals across 130+ countries. We specialize in cloud architecture, infrastructure, migration, and optimization, helping enterprises scale efficiently while maintaining cost control.

Our clients range from Fortune 500 companies to fast-growing startups, relying on us to build high-performance infrastructure, optimize cloud environments, and enable continuous delivery at scale.

About the role

We're looking for a highly organized and proactive Administrative Assistant to support purchase order (PO) coordination and cross-functional stakeholder communication for our client's team. You'll be the go-to person for keeping procurement workflows moving smoothly, tracking orders from request through fulfillment, and serving as a reliable point of contact between internal teams, finance, and external vendors. This role suits someone who thrives on bringing order to complexity, communicates clearly under pressure, and takes pride in being the dependable, organized force behind a busy team.

What You’ll Do

• Process, track, and manage purchase orders and corporate card purchases from initiation through completion, ensuring accuracy and timely follow-through.

• Coordinate with stakeholders across the organization—including finance, procurement, vendors, and department leads—to resolve PO discrepancies, approvals, and status updates.

• Interface with external stakeholders (vendors, suppliers, and service providers) to confirm order details, delivery timelines, and invoicing.

• Maintain organized records of POs, contracts, and related documentation; ensure compliance with internal purchasing policies.

• Schedule and coordinate meetings related to procurement and budget planning, including preparing agendas and distributing materials.

• Reconcile expense reports and purchase documentation in partnership with finance teams.

• Manage day-to-day administrative needs of the team: office supplies, equipment orders, software license requests, and vendor communications.

• Support onboarding of new vendors or team members as it relates to procurement processes.

• Collaborate with a broader admin team on cross-departmental projects and process improvements.

• Handle sensitive and confidential purchasing information with discretion.

What We’re Looking For
Must-Have Experience

• 5+ years of experience in an administrative, coordination, or procurement support role.

• Experience managing purchase orders, invoices, or vendor relationships.

• Excellent organizational skills with acute attention to detail.

• Strong written and verbal communication skills; comfortable coordinating across multiple stakeholders and departments. Please apply only if you are fully bilingual in English (no exceptions).

• Ability to balance multiple priorities in a fast-paced, deadline-driven environment.

• Proficiency with standard office and procurement/finance software (e.g., spreadsheets, PO/ERP systems).
  

Nice-to-haves

• Experience supporting Directors, Senior Directors, or similar leadership.

• Familiarity with corporate procurement systems and approval workflows.

• Bachelor's degree.

• Calm, solutions-oriented demeanor under pressure; strong sense of professionalism and discretion.

What You'll Bring

• A proactive, "no task too small" mindset paired with strategic thinking about process improvement.

• The ability to build trust and rapport across all levels of the organization.

• A collaborative spirit and a genuine interest in supporting a high-performing team.

We strive to move efficiently from step to step to make the recruitment process as fast as possible.