Procurement Operations Analyst

This is a fully remote position, open to applicants in United States.

📋 Description

• Oversee the Zip procurement queue by monitoring ownership, status, upcoming actions, due dates, vendor details, and escalation procedures.

• Conduct thorough reviews to ensure completeness and validate the business purpose, scope, dates, currency, amount, budget owner, payment method, accounting fields, vendor details, approvals, and documentation.

• Engage with requesters, vendors, and internal stakeholders to address missing information and escalate any blockers.

• Facilitate the review processes involving Procurement, FP&A, functional, Legal, Security, People, IT, vendor, and signature steps.

• Manage the onboarding process for contractors and vendors, which includes statements of work, agreements, tax documentation, vendor records, banking information, portal completion, and necessary approvals.

• Collaborate with People Operations and IT on contractor classification, background checks, equipment acquisition, email setup, application access, and onboarding requests.

• Assess the need for an NDA or mutual NDA and ensure documents are routed for signatures.

• Prepare signed contracts and documents for execution; monitor DocuSign processes, coordinate countersignatures, and maintain an archive of executed agreements.

• Keep precise procurement records, including requests, purchase orders, agreements, vendors, renewals, and additional identifiers.

• Assist with change orders, foreign-currency requests, issuance and modifications of purchase orders, invoice inquiries, vendor follow-ups, and invoice reconciliations.

• Ensure visibility into aging requests, outstanding vendor actions, pending signatures, overdue invoices, renewal dates, and requests ready for closeout.

• Perform monthly assessments of open purchase orders and requests, suggesting closures, extensions, or escalations as needed.

• Create and maintain process maps, queue trackers, handoff documentation, backlog cleanup strategies, and organized records.

• Compile and circulate weekly queue and service-level dashboards to Procurement and Finance stakeholders, emphasizing progress, risks, blockers, and suggested actions.

⛳️ Requirements

• A minimum of three years of experience in procurement operations, purchasing, contract administration, vendor management, finance operations, or a closely related area.

• Proven experience handling a high-volume operational queue with competing deadlines.

• In-depth knowledge of purchase orders, vendor onboarding, contracts, invoices, approvals, and document management.

• Familiarity with procurement, intake, workflow, ERP, contract lifecycle, or ticketing systems; experience with Zip is advantageous but not mandatory.

• Strong proficiency in spreadsheet applications, including filtering, data validation, reconciliation, and effective reporting.

• Ability to work autonomously, ask targeted follow-up questions, and escalate issues with clear options and recommendations.

• Exceptional written communication skills and follow-through with internal stakeholders, vendors, Legal, Finance, IT, and People Ops.

• High level of discretion when managing financial, contractual, employee, vendor, and security-related information.

• Preferred experience in supporting procurement within technology, SaaS, cybersecurity, or high-growth environments.

• Prior experience with Zip, Coupa, Airbase, Ramp, Procurify, Ironclad, DocuSign, or similar systems is preferred.

• Familiarity with contractor onboarding, W-9/W-8 collection, background-check coordination, and access provisioning is preferred.

• Experience in documenting workflows and enhancing procurement controls without disrupting business operations is preferred.

• Experience with foreign-currency transactions, change orders, renewals, or purchase order closeouts is preferred.

• Must be legally authorized to work in the United States.

🏝️ Benefits

• All full-time positions are eligible for an equity package in the form of stock options.

• Opportunities for career development.

• A collaborative environment that fosters creativity and innovative thinking.

• Comprehensive health, vision, and dental insurance for you and your family.

• Flexible vacation policy.

• Generous parental leave.

• An inclusive company culture.

• Remote and hybrid work models available depending on role and location.