Procurement Manager

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Role Summary

The Procurement Manager, Procurement Operations leads direct reports responsible for purchase order administration, supplier lifecycle operations, and Oracle supplier profile maintenance and support. The manager owns workload allocation, service levels, queue management, quality, coaching, escalation, and continuous improvement. The role ensures that purchase orders are created, fulfilled, amended, and closed accurately and on time; suppliers are onboarded and offboarded through approved controls; and supplier records remain complete, current, and properly supported.

This is not a category management, strategic sourcing, or contract-administration role. The position is the operational people leader and primary coordination point for PO and supplier operations, partnering with Sourcing, Contracts, Finance, Accounts Payable, Legal, IT, InfoSec, and business stakeholders to resolve issues, maintain segregation of duties, manage exceptions, and provide transparent performance reporting. The role also requires working knowledge of U.S. and India tax requirements relevant to procurement and supplier operations, including U.S. 1099 reporting requirements and associated supplier tax documentation.

Team Summary:

Serving as the local team lead for the Procurement team within the Finance division, this role is integral to the procurement lifecycle at athenahealth. You will support backend procurement operations for a U.S.-based procurement team, including requisition compliance, purchase order creation, supplier registration, maintenance of records within enterprise resource planning/procure-to-pay (ERP/P2P) tools, supplier due diligence, annual supplier monitoring, contract coordination, internal and external communications, reporting, and related operational work.

In this role, you will partner with internal stakeholders and external suppliers to help ensure procurement activities are completed accurately, consistently, and on time. The position requires strong organization, sound judgment, clear communication, and the ability to manage multiple priorities in a structured environment. You should be comfortable working across teams, reviewing data for accuracy and trends, and identifying practical solutions to operational challenges. Experience supporting a team and helping improve operational results will be valuable in this role.

Essential Job Responsibilities:
1. People Leadership & Operational Management

·       Lead, coach, and develop direct reports supporting PO administration, supplier onboarding and offboarding, and Oracle supplier profile maintenance across U.S. and India operations.

·       Establish individual objectives, service expectations, quality standards, development plans, and measurable accountability for results.

·       Allocate workloads, monitor capacity and coverage, conduct regular one-on-ones, provide timely performance feedback, and address execution or capability gaps.

·       Build cross-training and succession coverage for critical PO and supplier processes, including planned and unplanned absences.

·       Create an accountable, service-oriented culture focused on accuracy, responsiveness, control adherence, stakeholder communication, and continuous improvement.

·       Oversee end-to-end PO administration, including validation of approved requisitions, contract and budget alignment, PO creation, dispatch, acknowledgement, change orders, issue resolution, receipt coordination, and closure.

·       Ensure POs contain accurate supplier, entity, currency, payment term, accounting, tax, line-item, period-of-performance, and supporting-document information before release.

·       Monitor PO fulfillment status and coordinate with requestors, budget owners, suppliers, Sourcing, Accounts Payable, and Finance to resolve missing receipts, invoice mismatches, exhausted balances, blocked invoices, overdue commitments, and other transaction exceptions.

·       Maintain clear controls for non-PO spend, after-the-fact requests, emergency purchases, one-time suppliers, blanket POs, contract renewals, and other approved exception pathways.

·       Coordinate timely PO amendments for approved scope, quantity, price, term, accounting, or supplier changes while preserving approval evidence and audit history.

·       Lead periodic PO close reviews to identify completed, expired, inactive, duplicate, or no-longer-needed POs and confirm closure with the appropriate business and Finance stakeholders.

·       Ensure PO records and supporting documentation are complete, accurate, accessible, and audit-ready throughout the PO lifecycle.

·       Promote appropriate use of P-Cards, purchase orders, catalogues and other purchasing channels based on established buying and payment policies.

·       Monitor P-Card transaction compliance, aging items, missing documentation, recurring exceptions, and other control issues; escalate and drive corrective actions where required.

·       Maintain operational reporting and audit-ready supporting documentation for P-Card activity and associated controls.

·       Lead supplier onboarding from validated intake through activation, including required forms, tax and banking documentation, business ownership, approvals, sanctions and compliance checkpoints, risk-review status, and supplier communication.

·       Confirm that supplier onboarding requests are complete and appropriately approved before Oracle supplier-profile creation or activation; return incomplete requests with clear remediation requirements.

·       Support controls associated with supplier tax classification and U.S. information-reporting requirements, including collection and maintenance of appropriate supplier tax documentation used in 1099 reporting.

·       Coordinate with Legal, InfoSec, Privacy, Finance, Accounts Payable, Tax, and business owners to ensure required reviews are completed and documented before the supplier becomes transaction-ready.

·       Oversee supplier offboarding, including validation of termination or inactivity, review of open POs and invoices, closure of remaining commitments, deactivation of purchasing use, profile-status updates, and retention of supporting evidence.

·       Maintain controls for one-time suppliers, reactivation requests, supplier legal-name changes, mergers or acquisitions, address changes, and payment-information changes, including required out-of-band verification where applicable.

·       Prevent duplicate or fragmented supplier records by applying standardized search, matching, naming, and documentation requirements before creating or reactivating a supplier.

·       Own operational governance for Oracle supplier-profile creation, maintenance, activation, inactivation, and user support in accordance with approved access and segregation-of-duties requirements.

·       Ensure supplier master data is accurate and complete, including legal name, tax identifiers, addresses, contacts, business classifications, payment terms, purchasing sites, entities, currencies, and supporting documentation.

·       Oversee controlled updates to supplier profiles, including name, address, contact, tax, banking, payment, and site changes, with appropriate approvals and verification evidence.

·       Monitor duplicate records, incomplete profiles, inactive suppliers, expired documentation, conflicting data, and other master-data quality issues; assign remediation actions and track them through completion.

·       Triage Oracle supplier and PO transaction issues, document root causes and resolutions, coordinate system support with IT and Finance, and communicate status to affected stakeholders.

·       Coordinate user acceptance testing, procedure updates, training, and adoption for approved Oracle/P2P process or system changes affecting supplier or PO operations.

·       Define and manage service-level targets for PO creation, PO changes, supplier onboarding, supplier offboarding, supplier-profile updates, issue resolution, and PO closure.

·       Maintain dashboards and weekly operating reviews covering queue volume, completed transactions, aging, cycle time, first-pass accuracy, rework, exceptions, backlog, and control compliance.

·       Measure PO fulfillment and close performance, including open-PO aging, past-due POs, completed POs awaiting closure, closure cycle time, dormant POs, remaining commitment value, and percentage closed within target.

·       Track supplier operations metrics, including onboarding cycle time, first-pass completeness, profile-update cycle time, duplicate-prevention findings, offboarding completion, and aged requests.

·       Analyze recurring defects and bottlenecks, identify root causes, assign corrective actions, and verify that improvements reduce cycle time, rework, and control failures.

·       Escalate material service, control, data-quality, or capacity risks with a clear statement of impact, owner, corrective action, and expected resolution date.

·       Maintain audit-ready evidence, support internal and external audit requests, and track remediation actions through verified closure.

·       Maintain current SOPs, process maps, RACIs, control narratives, job aids, templates, intake requirements, and exception procedures for PO and supplier operations.

·       Develop and deliver training for Procurement team members, requestors, approvers, and business stakeholders on PO administration, supplier onboarding and offboarding, Oracle supplier requirements, receipt responsibilities, and PO closure.

·       Publish clear operating guidance through approved Procurement repositories and communication channels; archive obsolete materials and maintain version control.

·       Facilitate operational reviews, document decisions and actions, and drive routine follow-up without unnecessary escalation to senior Procurement leadership.

Expected Education & Experience

·       Undergraduate degree in Procurement, Supply Chain, Finance, Business, Operations, or a related discipline preferred.

·       Approximately 7–10 years of experience in procurement operations, procure-to-pay, purchasing operations, supplier master data, Accounts Payable operations, or a related function.

·       Working knowledge of U.S. and India tax requirements relevant to procurement, supplier onboarding, invoicing, and supplier master-data operations.

·       Experience supporting U.S. 1099 reporting processes, including supplier tax-document collection, supplier classification/data validation, exception resolution, and coordination with Tax and Accounts Payable.

·       Experience managing or supporting P-Card programs, including transaction controls, cardholder support, exception management, documentation, and compliance monitoring.

·       Experience managing catalog purchasing and other guided-buying channels, including operational support, transaction troubleshooting, and stakeholder coordination.

·       Demonstrated experience partnering with business stakeholders and Accounts Payable to resolve PO/invoice/receipt mismatches and other procure-to-pay exception

·       Demonstrated experience leading direct reports, including goal setting, coaching, performance feedback, workload management, capacity planning, and employee development.

·       Hands-on leadership experience with end-to-end PO administration, including requisition validation, PO creation, changes, fulfillment support, receipt and invoice issue resolution, and PO closure.

·       Demonstrated experience leading supplier onboarding and offboarding processes, including documentation, approvals, compliance checkpoints, stakeholder coordination, activation, inactivation, and exception handling.

·       Demonstrated experience administering Oracle supplier profiles or comparable ERP supplier-master records, including data quality, duplicate prevention, profile updates, controls, and user support.

·       Experience defining and managing operational service levels, transaction queues, aging, cycle-time reporting, first-pass accuracy, rework, backlog, and close-performance metrics.

·       Working knowledge of procure-to-pay controls, segregation of duties, supplier master-data governance, three-way match concepts, invoice and receipt exceptions, and audit evidence requirements.

·       Experience collaborating with Finance, Accounts Payable, Tax, Legal, IT, InfoSec, Compliance, Sourcing, Contracts, and business stakeholders.

·       Experience with Oracle/P2P, ServiceNow or comparable intake tools, SharePoint, Teams, and reporting or dashboard tools is preferred.

Key Skills & Competencies

·       People leadership, coaching, performance management, delegation, workload prioritization, capacity planning, and team development.

·       Purchase order administration, fulfillment support, change management, commitment cleanup, and PO closure.

·       Supplier onboarding and offboarding, supplier master-data governance, documentation validation, and duplicate prevention.

·       Oracle supplier-profile creation, maintenance, troubleshooting, data quality, access controls, and segregation of duties.

·       Operational service management, including queue management, service levels, aging analysis, cycle time, first-pass accuracy, rework, backlog, and escalation.

·       Procure-to-pay controls, audit readiness, exception management, root-cause analysis, and corrective-action tracking.

·       Strong stakeholder service, written communication, issue resolution, and cross-functional coordination.

·       Process mapping, SOP development, training, change management, continuous improvement, and AI-enabled operational opportunities.

·       Sound judgment, attention to detail, analytical thinking, and the ability to operate independently during U.S. business hours.

·       P-Card program management, purchasing controls, transaction review, exception management, and cardholder support.

·       Catalog purchasing operations and purchasing-channel management.

·       Working knowledge of U.S. and India tax considerations affecting procurement, suppliers, and procure-to-pay transactions.

·        U.S. 1099 reporting support, supplier tax documentation, tax-data validation, and cross-functional coordination with Tax and Accounts Payable.

·        PO, invoice, and receipt mismatch resolution, including effective coordination among business requestors, suppliers, Accounts Payable, Procurement, and Finance.

Success Measures

·       Direct reports have clear objectives, balanced workloads, regular coaching, documented development plans, and measurable accountability for results.

·       POs are created and changed accurately within established service levels, with complete approvals and supporting documentation.

·       Open-PO aging, overdue commitments, completed POs awaiting closure, and dormant POs are actively managed and reduced against established targets.

·       PO closure reviews occur on schedule, closure decisions are documented, and completed or no-longer-needed commitments are closed promptly and accurately.

·       Supplier onboarding and offboarding requests are completed within service levels, with required approvals, risk checkpoints, documentation, and stakeholder communication.

·       Oracle supplier profiles remain complete, current, properly supported, and compliant with duplicate-prevention, access, approval, and segregation-of-duties controls.

·       P-Card operations are administered within established controls, with timely documentation, transaction review, exception resolution, and corrective action for recurring issues.

·       Catalog purchases are processed through appropriate purchasing channels, with operational issues and exceptions resolved promptly.

·       PO, receipt, and invoice mismatches are proactively identified and resolved through effective coordination with business stakeholders, Accounts Payable, suppliers, and Finance.

·       Supplier tax documentation and master data required to support applicable U.S. 1099 reporting are complete, accurate, current, and available to Tax and Accounts Payable within established timelines.

·       Procurement operations appropriately support U.S. and India tax requirements while tax determinations and specialized interpretations are escalated to the appropriate Tax stakeholders.

·       Operational dashboards provide reliable visibility into volume, cycle time, aging, backlog, first-pass accuracy, rework, exceptions, and close performance.

·       Recurring defects and bottlenecks have documented root causes, owners, corrective actions, and measurable improvements.

·       Procedures, controls, job aids, and training materials remain current, approved, accessible, and audit-ready.