SUMMARY:

• Purchase requisition and purchase order processing via iProcurement, Oracle, and Coupa
• Invoice processing: validation of account coding, obtaining approval, A/P submission, resolving payment issues
• Contracts Management: drafting, proofing, prioritizing development, obtaining signatures, accurate data entry
• Vendor Management
• Working within Budgets: tracking expenditures, submitting accruals, reconciliation
• Expense reporting and monthly statement reconciliation
• Calendaring, travel planning, expense reporting
• Event/meeting coordination, supplies ordering, shipping, filing
• Written communication: authoring internal SOPs, memos and correspondence, proofreading and editing
• Payroll and timesheet processing
• Generating reports and, summaries and keeping metrics
• Managing facilities/equipment maintenance and overseeing services provided by outside vendors
• Staff orientation and training
• Proficiency in Microsoft Word, Excel and PowerPoint, Google applications, Ariba, Oracle, Coupa, and Hiperos
• Database Management - defining standards & practices, running reports, validating entries, data clean-up, assigning permissions
• Self-motivated and able to successfully manage projects independently
• Strong critical thinking skills—resourceful and able to develop creative solutions to satisfy objectives
• Time-Management and organizational skills -- able to efficiently manage/prioritize multiple projects
• Leadership in coordinating team projects, and acting as point person for standards and procedures
• Attentive to detail and focused on accuracy and quality of results

RELEVANT EXPERIENCE:

Confidential, San Francisco

Buyer

Responsibilities:

• Issuing purchase orders in Coupa - verifying documentation and financial string information
• Processing invoices for payment - exercising due diligence by matching invoice details to the f.e. contract milestones and deliverables, submitting invoices for approval in Coupa.
• Interfacing with Accounts Payable department to follow-up on payment and resolve any issues.
• Updating Coupa user profiles in order to update purchase orders and requisitions.
• Advising business units on usage of Coupa, providing one-on-one training to resolve issues.
• Interfacing with Suppliers, Strategic Sourcing Managers and business unit requestors to clarify contract details and resolve discrepancies.
• Creating supplier records in the Hiperos database
• Performing database inquiries on previous vendor contracts in Zycus

Confidential

Medical Operations Associate

Responsibilities:

• Contract administration - gathering project information from local and international business units and vendors, submitting contract requests via the Ariba database, prioritizing contract development schedule (45-60 contracts in play at a time), liaising with Legal Department to manage contract development, monitoring redlines and proofing final versions, obtaining signatures.
• Independent Research administration - acting as gatekeeper for documentation, coordinating processing of site payments and accurately recording payment data
• Database management and document filing/archiving
• Submitting purchase requisitions with accurate financial coding
• Obtaining invoice approvals and resolving issues with accounts payable

Confidential

Business Analyst

Responsibilities:

• Evaluation of documentation submitted- verifying accuracy and entering product information in Oracle
• Interfacing with off-site international facilities
• Receiving of shipments in Oracle
• Additional responsibilities include running reports and evaluating data, and supporting Accounts Receivable/Payable in reconciling discrepant credits/debits.

Confidential

Sourcing Analyst /Contract Administrator

Responsibilities:

• Interfacing with Suppliers, Confidential Purchasing Category Leads and Confidential business units to clarify contract details and resolve discrepancies.
• Creating contract records in the Ariba database - utilizing archiving protocol such as naming conventions
• Processing contracts for internal and vendor signatures
• Performing database inquiries on previous vendor contracts
• Utilizing due diligence in proofing contracts to identify discrepancies
• Processing Purchase Requisitions and issuing POs in Oracle and iProcurement
• Develop guidance documents and provide training to buyers and business units on contract protocol.
• Track and document database errors and propose solution strategies.
• Streamline the process for handling Certificates of Insurance.
• Author procedures for the Global Sourcing manual

Confidential

Purchasing Assistant

Responsibilities:

• Vendor Database management in Oracle.
• Purchase Order processing and maintaining files of purchasing documents.
• Excel reporting using v-lookup and pivots.
• Special projects: Coordinating the project to update/verify certification of entire database of vendors. Proofing and scrubbing data to maintain an accurate database. Updating supplier profiles in the QCBD database. Authoring procedures & training materials.

Confidential

Junior Buyer

Responsibilities:

• Processing POs in Oracle and compiling related documentation.
• Monitoring the receiving process and submitting invoices to A/P. Follow up to verify payment is made.
• Reconciling items on weekly expedite reports.
• Coordinating departmental monthly expense reporting.

Confidential

Project Assistant

Responsibilities:

• Strategic planning of a non-profit arts center.
• Grant writing
• Business and marketing plan development.
• Human Resources: evaluating service needs, drafting job descriptions necessary for the recruiting process.

Confidential

Gallery Office Manager/Owner

Responsibilities:

• Sourcing and buying fine art.
• Budgeting, financial reporting and accounting.
• Vendor management.
• Contract drafting and negotiation.
• Arranging travel and expense reporting.
• Coordinating events and arranging hospitality.
• Marketing via social media and creation of marketing materials and exhibition signage.
• International and domestic shipping & receiving.
• Accurate data entry and database maintenance.
• Planning capital improvements and supervising work by outside contractors.

Confidential

Office Manager

Responsibilities:

• Client management, conducting intake interviews with strict confidentiality.
• Proofing of legal documentation.
• Arranging travel and expense reporting.
• Coordinating meetings and teleconferencing, preparing materials and arranging hospitality.
• Hiring, training and supervision of office staff.
• Facilities management and coordinating maintenance work by outside vendors.