Procurement Operations Coordinator - Sales & Marketing
Location: Remote, Pacific Time preferred, flexible for the right candidate
Duration: 12-month W2 contract with potential for extension or conversion (Must be located in Seattle or SF for conversion)
Pay Rate: $70-$80/hour, based on experience
About the Role
Our confidential, leading AI technology client is seeking a detail-oriented, process-minded Procurement Operations Coordinator to join their team supporting Sales & Marketing procurement operations. You''ll be the operational force multiplier for their Sales & Marketing Procurement Ops Lead—supporting critical workflows ( Zip intake pipeline, Slack triage, month-end expense data gathering, Open PO reviews ).You''ll work closely with the Sales & Marketing Procurement Ops Lead, Marketing stakeholders, AP, and Finance team.
This is an excellent role if you: are detail-oriented, can learn complex systems quickly, ask good questions about the why, and want to unblock others rather than be the final decision-maker. You can own a task end-to-end with minimal supervision; you escalate thoughtfully, not frequently.
Primary Responsibilities
- Partner closely with the current Procurement Operations Manager on process improvements and operational initiatives.
- Monitor incoming request queue, review requests, answer questions, and help move work through the process efficiently.
- Review POs, perform system clean-up, and support Accounting during month-end close.
- Vendor management support.
- Develop and improve SLAs, process documentation, FAQs, guides, and other enablement materials.
- Host office hours, provide training, and educate internal stakeholders on procurement processes.
- Identify trends in common questions/issues and create scalable solutions to reduce repeat inquiries.
- Continuously look for opportunities to improve day-to-day processes and increase operational efficiency.
Request Intake & First-Pass Review
- Manage the purchase request intake queue by reviewing purchase requests for
- completeness, flag missing fields, and manage SLAs to reduce delays.
- Coordinate contract workflows through contract routing and tracking status
- Understand what needs escalation, ask questions before you''re stuck, flag new scenarios so we can document them
- Monitor and unblock stale purchase requests in the queue
- Proactive communication with requesters on the status of their purchase requests and flagging blockers early
Slack Triage & Requester Enablement
- Support relevant business partners by answering routine questions using the documented playbook, support facilitation of office hours, and escalate blockers to Sales & Marketing Procurement Ops Lead
- Flag repeated questions so we can improve documentation or process Month-End Close Support
- Support PO hygiene by running monthly stale/unbilled PO report and coordinate review of open POs review for closure or change order
- Gather accrual/flux data from spend owners and vendors for Sales & Marketing vendors
- For select vendors, you will provide an initial draft of flux patterns and drivers for Sales & Marketing Procurement Ops Lead review
- Identify vendors, requester groups, or category hygiene issues that should be addressed
- Process Documentation & Playbook Support
- Support document of standard operating procedures, decision trees, How to Guide updates
- Identify opportunities for efficiency and framework clarity
Strong candidates may have:
- 3–5 years in procurement operations, accounts payable, finance/accounting, or related operational field
- Procurement operations including managing intake, workflows, & documentation
- Understanding of financial controls, accounting, accruals, & Budget v Actuals alignment
- Experience supporting Sales & Marketing spend around their business processes or contracting Intangibles
- Detail Orientation: You catch errors, validate data, follow through on loose ends—and you enjoy this work, not resent it.
- Problem-solving: You drive issues to resolution and solve for not only the proximate issue but also the root cause.
- Communication: Clear and thorough written communication; ability to answer multi-part questions and explain processes to non-technical users; passion for educating and enabling stakeholders on the procurement process; good at documentation
- Collaboration: Work well across teams; comfortable asking questions and escalating appropriately rather than guessing
- Flexibility: Fast-paced, high-growth environment; ambiguity is normal; you can pivot priorities without needing perfect information
- Experience managing a high volume of requests/workflows.
- Strong written and verbal communication skills.
- Excellent stakeholder management and customer service mindset.
- Process improvement experience.
- Collaborative, flexible, proactive, and a strong problem solver.
- Experience with Zip (preferred) or another procurement platform is required.
- Ironclad experience is a nice-to-have .
- Experience supporting Sales and Marketing procurement is strongly preferred.
Nice to Have
- Systems & tools experience in Excel/Google Sheets, Zip, Slack, and Ironclad
- Previous month-end close or vendor reconciliation work
- Experience documenting complex processes for non-technical audiences
Russell Tobin offers eligible employee’s comprehensive healthcare coverage (medical, dental, and vision plans), supplemental coverage (accident insurance, critical illness insurance and hospital indemnity), 401(k)-retirement savings, life & disability insurance, an employee assistance program, legal support, auto, home insurance, pet insurance and employee discounts with preferred vendors.
Equal Employment OpportunityRussell Tobin is an equal opportunity employer. We do not discriminate on the basis of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, reproductive health decision making, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran or military status, or any other characteristic protected by applicable federal, state, or local law.
Fair Chance EmploymentRussell Tobin is a Fair Chance employer. We consider all qualified applicants, including those with criminal histories, in a manner consistent with applicable state and local Fair Chance laws and ordinances, including, the California Fair Chance Act and all applicable local Fair Chance ordinances.
AccommodationsWe are committed to providing reasonable accommodations to applicants and employees with disabilities. If you require a reasonable accommodation to participate in the application or interview process, or to perform the essential functions of this role, please contact us.
Only applicable for San Francisco Candidates: Under the San Francisco Lactation in the Workplace Ordinance, we will provide written notice of lactation accommodation rights, and this notice will automatically be given upon hiring, any inquiry of parental leave or lactation accommodation.
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