Administrative Assistant – Purchase Order, Stakeholder Coordination

This is a fully remote position, open to applicants in Mexico, +2 more countries.

📋 Description

• Oversee, track, and manage the lifecycle of purchase orders and corporate card transactions from initiation to completion.

• Collaborate with finance, procurement, vendors, and department leaders to address PO discrepancies, secure approvals, and provide status updates.

• Communicate with vendors, suppliers, and service providers regarding order specifics, delivery schedules, and invoicing matters.

• Maintain systematic records of POs, contracts, and associated documentation while ensuring adherence to internal purchasing policies.

• Organize and facilitate procurement and budget-planning meetings, including the preparation of agendas and materials.

• Reconcile expense reports and purchasing documents in conjunction with finance teams.

• Manage administrative tasks such as office supply orders, equipment requests, software license acquisitions, and vendor communications.

• Assist in onboarding new vendors or team members concerning procurement procedures.

• Collaborate on projects that span multiple departments and drive process enhancements.

• Manage sensitive and confidential purchasing information with the utmost discretion.

⛳️ Requirements

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

• Proficient in managing purchase orders, invoices, or vendor relationships.

• Exceptional organizational skills with a keen eye for detail.

• Strong written and verbal communication abilities; adept at coordinating among various stakeholders and departments.

• Fully bilingual in English (no exceptions).

• Capability to juggle multiple priorities in a dynamic, deadline-oriented environment.

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

• Bachelor's degree (preferred).

• Experience supporting Directors, Senior Directors, or similar leadership roles (preferred).

• Familiarity with corporate procurement systems and approval workflows (preferred).

• Composed, solutions-focused attitude under pressure; possesses a strong sense of professionalism and discretion (preferred).

🏝️ Benefits

• Competitive salary and performance-based incentives.

• Comprehensive health and wellness benefits.

• Opportunities for professional development and career advancement.

• Flexible work arrangements and a supportive work environment.