Administration Coordinator Procurement

Administrative Coordinator - Contract - Athenry, Galway

Our client is seeking a highly organized and detail-oriented Administrative Coordinator to support procurement and supplier-related activities across the organization. This role plays a critical part in ensuring efficient processing of requisitions, accurate tracking of purchase orders and spend, timely engagement with suppliers, and the production of clear, reliable reports for operational and leadership review.

The ideal candidate is structured, systems-minded, and comfortable working with data, suppliers, and internal stakeholders in a fast-paced, regulated environment.

Key Responsibilities Requisitions & Purchase Orders

• Process purchase requisitions end-to-end in alignment with company policies and approval workflows
• Create, manage, and track Purchase Orders (POs) from issuance through receipt and closure
• Ensure requisitions and POs are accurate, complete, and supported by appropriate documentation
• Follow up on approvals, changes, and escalations to avoid delays

Spend Tracking & Reporting

• Track department and supplier spend against budgets and forecasts
• Maintain accurate records of open POs, received goods/services, and outstanding commitments
• Generate regular spend, PO status, and supplier reports for managers and leadership teams
• Identify discrepancies and work with Finance or Procurement to resolve issues

Supplier Interaction

• Act as a point of contact for suppliers on PO status, order confirmations, invoicing, and delivery queries
• Support onboarding and administrative setup of new suppliers as applicable
• Encourage professional, timely communication to maintain strong supplier relationships

Cross-Functional Support

• Collaborate with Engineering, Operations, Finance, and Supply Chain teams to support purchasing needs
• Support audits or compliance reviews by providing procurement and supplier documentation
• Contribute to continuous improvement of procurement and administrative processes

Qualifications & Experience Required

• Previous experience in an administrative, procurement, finance, or operations support role
• Experience processing requisitions and managing POs
• Strong attention to detail and ability to manage multiple priorities
• Proficiency with Microsoft Excel and reporting (pivot tables, tracking logs, basic analysis)
• Clear and professional written and verbal communication skills

Preferred

• Experience working with ERP or procurement systems (e.g., Coupa, SAP, Oracle, Workday)
• Experience in a manufacturing, engineering, or regulated environment
• Familiarity with budget tracking and spend analysis

Key Skills & Attributes

• Highly organized with a structured approach to work
• Comfortable working with data, trackers, and reports
• Proactive follow-up and issue resolution mindset
• Ability to work effectively with internal teams and external suppliers
• Discrete and professional handling of financial and commercial information

For a confidential discussion and more information on the role, please contact Deirdre Moran.