Procurement Operations Associate

Thursday, March 11, 2021 - 00:00
The New York Times
Norfolk, VA

We are looking for three (3) Procurement Operations Associates to join our newly forming Procurement Operations team. This is an exciting opportunity to help shape the direction of the department and immediately have a positive influence. In addition to working with our Strategic Sourcing Managers who support all indirect categories, you will also help ensure that all NYT Coupa (P2P) modules are optimized by both NYT end-users and our suppliers. We are set to go-live with Coupa by June 2021.

You and your fellow Procurement Operations Sr. Associates will fulfill the below
responsibilities and report directly to the Procurement Operations Manager.

Overall Team Responsibilities:

  • You will have intermediate knowledge in the following areas: Coupa Training and

  • Tactical Buying, Sourcing and Contracts, Supplier Enablement & Catalog Management

  • You will mentor one another in your specific discipline to create an environment that values collaboration

  • You will provide valuable insights and opportunities to enhance the NYT end-user experience

  • You will support the development and updates of SOPs, Category playbooks, QRGs, and keeping NYT Coupa training materials updated

  • You will manage and address Coupa help desk tickets

  • Team will participate in weekly Strategic Sourcing meetings

  • Monitor and address questions in designated Slack channels and general procurement inboxes

  • To keep a balanced workload during "Go-Live" you may be asked to help your fellow teammates

  • Enroll in Coupa University e-Learning courses, to stay up-to-date and increase your skillset

  • You will cover for other Procurement Operations team members when they are out of office

Coupa Training and Tactical Buying Responsibilities:

  • Develop relationships with multiple NYT departments and act as a the primary contact for Coupa training

  • Across all Coupa modules, you will be the training lead for both end-users and our suppliers

  • You will be an expert in navigating and transacting in all Coupa modules and update existing training materials

  • Support the VP of Strategic Sourcing and P2P Director to create training materials

  • Conduct training sessions with NYT users on how to navigate Coupa, understand the full Coupa lifecycle and related modules (SIM, Sourcing, Buying, Approvals

  • (Requisition and Invoice), Reporting)

  • Based on commodity, strategy and guidelines, you will evaluate 'New Supplier

  • Request' forms and action accordingly

  • Analyze off catalog spend and make recommendations to Sourcing team to add a new supplier catalog, add items to existing catalogs, remove items, rationalize supplier base, or go to bid

  • You will conduct Supplier trainings on how to register on the CSP, how to complete a Request For Information (external onboarding form), how to submit invoices, and enablement options CSP, cXML, or SAN

Coupa Sourcing and Contracts Responsibilities:

  • You will support the Strategic Sourcing team to create and launch sourcing events in Coupa

  • In advance of a real-time sourcing event, you will provide remote training for all invited event suppliers on how to log into event, how to answer event questions, how to post questions in message board, and submit proposal

  • You will be our first line to evaluate and resolve 'Request for Goods and Services' forms from NYT end-users

  • You will conduct low value, low complexity sourcing events, or spot bids

  • Populate metadata fields in Coupa contract from Procurement contracts

  • Present opportunities for sourcing process improvements within Coupa

  • Train NYT departments on how to complete a sourcing evaluation form in Coupa at the end of an event

  • Partner with the Strategic Sourcing Team and your Proc Ops team members to develop Category playbooks

  • Run spend analytic reports for P2P Director and Strategic Sourcing Managers

  • Review opportunity triggers and present recommendations to P2P Director and VP of Strategic Sourcing

  • Assist Strategic Sourcing team in identifying new diversity and sustainability suppliers for sourcing events

  • Explore 'Source Together' functionality and make recommendations

  • Run reports on suppliers awarded, validate savings, and help keep savings tracker updated

  • Meet with Strategic Sourcing team weekly to provide statuses on "in-flight" events, and develop a sourcing event pipeline and timeline

  • Help with tactical buying for non-catalog requisitions, review for completion, compliance, and rationalization

Supplier Enablement & Catalog Management Responsibilities:

  • Work with NYT end-users and AP team to assist legacy suppliers and maintain defined supplier onboarding and vendor maintenance process

  • Maintain updated contact information for Procurement legacy suppliers

  • You will be the Coupa supplier enablement lead and will assist suppliers both in Coupa Test and Production

  • Lead the full supplier enablement lifecycle and escalate issues to Procurement Operations Manager

  • Manage all NYT hosted catalogs to ensure correct contracts are loaded in Coupa, pricing is current and item assortment is meeting our internal customer's demands

  • Create Coupa item labels and link labels to NYT and Supplier hosted catalogs

  • Monitor logs to ensure all PO's were transmitted to the suppliers

  • Be the customer service contact for all inquiries from employees and suppliers

  • Troubleshoot system issues from both an internal customer and external vendor perspective

  • Provide manual input of required data where automated integration does not exist

  • Resolve and action all 'Catalog request / item request' forms from NYT end-users

  • Work with suppliers to identify best method of enablement based on spend, volume, goods or services

  • Assess and provide recommendations to the P2P Director on Coupa process improvements and efficiencies

  • Assist the Coupa Admin with regression testing, training and roll out of additional

  • Coupa updates for CSP, Sourcing and Proc Ops roles

  • Review/edit email templates for new supplier onboarding, cXML, CSP, and SAN

  • Maintain activity logs of suppliers, how they are enabled, primary contact, and changes requested

  • Lead supplier calls regarding enablement options and address any questions

  • Support progress/status enablement queries

  • Provide CSP demos to suppliers

Skills and Qualifications:

  • You are customer service oriented, a team player, patient, and thrive in a fast environment

  • You are fair as you will work with a diverse, matrixed team

  • Bachelor's Degree in Business, Management, Administration or Supply Chain, preferred

  • Experience working in all modules of Coupa desired

  • 3+ years' experience working in a P2P system (i.e., Ariba, Coupa)

  • Intermediate / Advanced Microsoft excel (can maintain complex spreadsheets) skills

  • Strong written and verbal communication skills

  • Comfortable with presenting to groups, leading projects, and operating in matrixed teams

  • Build good working relationships with both team members, company partners and suppliers

  • Manage numerous projects at different phases and adjust to changing priorities

  • Experienced in creating and running sourcing events (e.g., RFI, RFP, e-Auctions)

  • Ability to work under pressure to meet established deadlines

  • Strong organization skills and attention to detail are desirable