Procurement Administrative Coordinator - Mesa, AZ

About the role

Since 1971, A New Leaf has been dedicated to its mission of “Helping Families…Changing Lives,” making a positive impact on the lives of over 24,000 people annually in the Phoenix Metropolitan area. A New Leaf is committed to empowering individuals and enriching communities through transformative services. Guided by our core values—Compassion, Passion for Results, Collaboration, Accountability, Integrity, and Conscientiousness—we strive to create meaningful, lasting impacts in the communities we serve. Procurement Administrative Coordinator Job Summary: The Procurement Administrative Coordinator provides administrative and operational support to the Procurement function, including purchasing transactions, vendor documentation, recordkeeping, and procurement tracking. The position works closely with the Senior Procurement & Vendor Management Specialist and partners with Real Estate/Facilities to support efficient operations, compliance, and continuity of services. Responsibilities: • Process and manage day-to-day purchase requests and purchase orders, including obtaining and verifying required approvals, maintaining vendor information, confirming pricing, applying appropriate expense coding in accordance with established procedures, coordinating receiving, and ensuring all required supporting documentation is complete. Serve as the primary point of responsibility for routine supply ordering and distribution. • Organize and maintain purchasing records, including purchase orders, quotes, packing slips, receiving records, invoices, and other supporting documentation. • Maintain accurate vendor files and assist with vendor onboarding by collecting and tracking W-9s, certificates of insurance, licenses, certifications, contracts, and other required documentation. • Maintain vendor and contract tracking tools, including renewal and expiration dates, required documentation, and other procurement deadlines. Notify the Senior Procurement & Vendor Management Specialist of outstanding or upcoming items. • Assist with competitive quotes, requests for proposals (RFPs), bids, vendor communications, and other procurement activities by organizing documentation, tracking deadlines, and following up on outstanding information. • Enter and maintain accurate information in purchasing systems, databases, spreadsheets, logs, and other tracking tools. Assist with reports and records needed for audits, compliance activities, and internal reporting. • Assist with purchasing-related invoice documentation, credit card expenditure reports, and reconciliation activities as assigned. • Serve as a backup to the Senior Procurement & Vendor Management Specialist for routine purchasing, vendor administration, recordkeeping, and processing responsibilities. Provide support with other Procurement activities as needed to maintain timely service and continuity of operations. • Provide timely and professional service to internal departments and external vendors. Identify recurring administrative issues or missing information and communicate opportunities for improvement to the Senior Procurement & Vendor Management Specialist. • Provide administrative support for facility-related vendors, contracts, invoices, purchase orders, and records as needed. • Assist with scheduling, tracking, and maintaining documentation for required inspections, permits, licenses, and other regulatory requirements to support ongoing compliance, as needed. • Assist with the administrative coordination of vehicle registrations, inspections, maintenance records, and related documentation. • Organize and process facility maintenance receipts, invoices, and related records to support accurate reporting and accountability, as needed. • Perform other duties as assigned. Qualifications: Education: • High School Diploma or GED required. • Associate’s or bachelor’s degree in Purchasing, Supply Chain, Business, or a related field preferred. • Equivalent relevant experience may be considered in place of formal education. Experience: • Previous experience in procurement, purchasing coordination, administrative operations, or operations support preferred. • Strong organizational skills with exceptional attention to detail. • Demonstrated ability to manage multiple tasks, priorities, and deadlines in a fast-paced environment. • Proficiency in Microsoft Office Suite, including Excel, Word, and Outlook; experience with procurement or facilities management software is a plus. • Strong communication and collaboration skills with the ability to appropriately escalate and assist in resolving issues. • Experience tracking and maintaining accurate records for reporting and compliance purposes. • Proven ability to deliver high-quality customer service to internal teams and external vendors. Working Conditions/Physical Requirements: • Primarily office-based work with occasional travel to A New Leaf locations, vendor sites, or other business locations for meetings, site visits, or other business needs. • Ability to sit for extended periods while working on a computer. • Occasional lifting of up to 25 lbs. for materials or office supplies. • Standard office environment with exposure to typical office equipment, including computers, phones, and printers. • Ability to manage multiple tasks and projects in a fast-paced environment. • Must be able to maintain confidentiality and professionalism in all interactions. • Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions of the position, in accordance with applicable law. Compliance Requirements: • Must Be At Least 21 Years of Age • Class One Fingerprint Clearance Card • Central Registry Background Check • Drug Screening • Valid Unrestricted Driver’s License • Current Auto Liability Insurance • 39 Month Motor Vehicle Record • Adhere to all organizational policies, including the Code of Conduct, professional standards, and relevant regulations. Responsible to: Director of Procurement Supervisory Responsibilities: None We appreciate your interest in our organization. We consider applicants for all positions without regard to race, religion, color, creed, gender, national origin, age, disability, marital or veteran status, or any other legally protected status. A New Leaf is an at-will employer. Any offer of employment with A New Leaf is contingent upon a successful consumer report, which includes verification of employment, education, criminal background search, and driving records. A New Leaf is an Equal Employment Opportunity Employer and participates in the E-Verify program. BENEFITS PACKAGE: All of our employees enjoy the following benefits: direct deposit, competitive pay, accrued sick time, Employee Assistance Program (EAP), an annual team member appreciation event, and an informal yet professional team environment. For full-time employees, we also provide the following as part of the total compensation plan: Medical/Dental/Vision Coverage, Accrued Sick and Vacation Time, Paid Holidays, Life Insurance, AD&D, Short-Term Disability, 401(K), Tuition Reimbursement, and a Wellness Program. This program has received a Silver Level of excellence in worksite wellness and includes Annual Biometrics, Gym Reimbursements, Wellness Initiatives, Workers Compensation improvements, and much more.