The Procurement Expeditor supports the university's procurement organization by proactively tracking and resolving delays across the requisition-to-purchase order-to-payment (req-to-PO-to-pay) cycle. This role works closely with a team of Procurement Specialists, campus departments, and suppliers to identify bottlenecks, follow up on outstanding items, and keep purchase orders, deliveries, and invoices moving on schedule. The Expeditor acts as a liaison between university departments, procurement staff, and vendors to ensure the procurement pipeline runs smoothly and disruptions are caught and addressed early.
Education and Experience
- High school diploma or equivalent required; Associate's or Bachelor's degree in Business, Supply Chain, or related field preferred
- One (1) plus years of experience in procurement, purchasing, supply chain, order management, or a similar administrative/expediting role; higher education or public sector experience a plus
Preferred
- Familiarity with the full procure-to-pay cycle (requisition, PO issuance, receiving, invoicing, payment) in a university or public procurement environment
- Experience working with Accounts Payable processes and resolving invoice/PO discrepancies
- Detail-oriented with strong problem-solving skills and a sense of urgency
Skills and Knowledge
- Strong organizational skills with the ability to manage a high volume of open items simultaneously
- Excellent verbal and written communication skills; comfortable following up persistently and professionally with campus departments and external suppliers
- Proficiency with ERP/procurement systems (e.g., Workday, PeopleSoft, Oracle, etc.) and Microsoft Excel
- Proactive self-starter who doesn't wait for issues to be escalated
- Comfortable working cross-functionally with faculty, staff, and vendors, and holding others accountable to timelines
- Calm under pressure when managing competing priorities and time-sensitive delays
- Strong follow-through - closes the loop on issues rather than just flagging them
Responsibilities
Order & Delivery Follow-Up
- Contact suppliers to confirm order status, shipping dates, and resolve delays or discrepancies
- Escalate at-risk orders to Procurement Specialists and campus stakeholders with clear status updates and recommended next steps
- Coordinating PO closeout
Internal Coordination
- Serve as the go-between for Procurement Specialists, requesting departments/faculty/staff, receiving, and Accounts Payable to resolve issues affecting the req-to-PO-to-pay cycle
- Follow up internally on stalled requisitions, pending approvals, missing information, or incomplete PO data that is holding up processing
- Communicate delays, root causes, and resolution timelines to affected departments
Supplier Issue Resolution
- Identify and troubleshoot supplier-related issues (late shipments, quality concerns, quantity discrepancies, pricing mismatches) and route to the appropriate Procurement Specialist or category owner
- Maintain regular communication with key suppliers to keep orders on track and address emerging issues before they escalate
Invoice & Payment Support
- Monitor invoice holds and mismatches (price, quantity, PO discrepancies) and coordinate with AP, Procurement Specialists, and suppliers to resolve them
- Follow up on missing receipts, approvals, or documentation needed to release payments
- Help reduce aging invoice backlogs by driving issues to resolution
Physical Requirements
Not Applicable
Tools/Equipment
Not Applicable
Application Instructions
In addition to completing an online application, please attach a resume and cover letter.