Procurement Executive

CORE RESPONSIBILITIES

PO CREATION & APPROVAL

• Review approved purchase requests and vendor quotations.
• Create accurate POs in NetSuite with correct vendor, item/service, quantity, pricing, tax and accounting dimensions.
• Route POs to the appropriate managers and follow up on pending approvals.
• Send approved POs to the concerned manager and/or vendor.

PO LIFECYCLE & VENDOR MANAGEMENT

• Monitor POs through fulfillment and coordinate with vendors and managers.
• Identify completed, partially fulfilled, delayed, cancelled and no-longer-required POs.
• Coordinate with Accounts Payable on PO, receipt and invoice matching.
• Maintain complete supporting documentation and audit trail.

MONTH-END CLOSE & FORECASTING RESPONSIBILITY

MONTH-END PO REVIEW

• Review all open POs before month-end close.
• Obtain status confirmation from the concerned managers.
• Close/cancel POs that will not be fulfilled, after appropriate confirmation.
• Review partially fulfilled POs and confirm the remaining commitment.

FORECASTING INPUT

• Provide committed and expected PO spend to Finance.
• Identify expected cash outflows and their timing.
• Highlight procurement costs expected but not yet invoiced.
• Support cash forecast and forward EBITDA forecast accuracy.

KEY PERFORMANCE INDICATORS

PO Accuracy

PO agrees with approved quotation/request

Prevents financial and vendor errors

PO Turnaround

PO created and routed within agreed SLA

Avoids procurement delays

Open PO Aging

Aged/inactive POs reduced monthly

Improves commitment visibility

Month-End Closure

All open POs reviewed before close

Supports clean financial close

Forecast Input

Expected PO spend and timing provided to Finance

Supports cash forecasting

EBITDA Forecast Support

Expected unbilled procurement costs identified

Improves forward EBITDA visibility

REQUIRED QUALIFICATIONS & SKILLS

REQUIRED

• Bachelors degree in Commerce, Finance, Accounting, Supply Chain, Procurement or related field.
• 2–5 years of experience in procurement, PO management, Accounts Payable or ERP-based purchasing.
• Hands-on experience with NetSuite or another ERP.
• Strong Excel skills and attention to detail.

PREFERRED

• NetSuite Purchasing / Procurement experience.
• Experience supporting US-based or international operations.
• Understanding of month-end close, commitments and accrual support.
• Strong follow-up, communication and stakeholder-management skills.

SOC 2 COMPLIANCE & CONTROL RESPONSIBILITIES

• Follow procurement and PO processes in accordance with Avantive’s SOC 2 control requirements and documented approval policies.
• Maintain complete and accurate supporting documentation for purchase requests, quotations, approvals, POs, receipts and related vendor records.
• Ensure appropriate approval evidence is retained before POs are issued and maintain a clear audit trail in NetSuite.
• Support segregation-of-duties controls by ensuring POs are created and routed for approval in accordance with defined authorization levels.
• Maintain accurate vendor and PO information and promptly escalate exceptions, unauthorized requests, missing approvals or control deviations.
• Support periodic SOC 2 control testing and audit requests by providing PO records, approval evidence, documentation and other procurement-related evidence on a timely basis.
• Ensure access to procurement and PO information is used only for authorized business purposes and promptly report any suspected control or access issues.

ROLE OUTCOME

Accurate POs | Strong approval controls | Clean open-PO position | Better cash forecast | Better EBITDA forecast