Business Operations Associate

Description: 50% Onsite
Work Schedule: Mon-Fri(normal business hours)

Role Overview
The Business Operations Associate provides administrative and operational support to the CTD Strategy, Planning & Operations organization by coordinating procurement activities across capital equipment purchases, ad hoc laboratory supplies, contracts, invoicing, and spend tracking.
This role supports daytoday procurement execution by ensuring requests are processed accurately, documentation is complete, and activities follow established procedures. The coordinator works under the guidance of senior procurement and operations team members and serves as a key point of coordination between internal stakeholders and external vendors.

Key Responsibilities:
Capital Equipment Procurement Support
Coordinate capital equipment purchase requests by gathering required specifications, documentation, and approvals.
Support the collection of supplier quotations and route materials for review and approval by senior procurement staff.
Create and track purchase requisitions and purchase orders in accordance with internal procedures.
Track order status, delivery schedules, and installation milestones.
Coordinate communication between Lab Operations, Facilities, and vendors to support delivery and equipment readiness.
Ensure all procurement documentation aligns with internal capital approval and compliance processes.
Ad Hoc Laboratory Supply Procurement
Review laboratory supply requests for completeness, accuracy, and required approvals.
Execute purchase orders using approved suppliers, catalogs, and sourcing channels.
Track order fulfillment and follow up with suppliers to support timely delivery.
Maintain accurate records of orders, confirmations, and receipts.
Escalate discrepancies, fulfillment issues, or nonstandard requests to senior team members.
Invoice Processing & Reconciliation Support
Track invoice status and identify discrepancies related to pricing, quantities, or proof of receipt.
Support invoice reconciliation within ProcuretoPay (P2P) systems.
Maintain invoice logs and supporting documentation.
Escalate unresolved invoice issues to procurement or finance partners for resolution.
Operational & Administrative Support
Maintain organized procurement documentation to support audit readiness and compliance.
Support process adherence by following defined SOPs and escalation paths.
Assist senior procurement staff with special projects and initiatives as assigned.
Continuously learn procurement systems, policies, and best practices.
Systems & Tools
The coordinator will support procurement activities using enterprise systems and tools, with training provided as needed. Systems may include:
Ariba (requisitioning and purchase orders)
SAP (financial and vendor data)
Icertis (contract tracking)
SharePoint (documentation)
Microsoft Office tools Access and Outlook (tracking, reporting and communication)

Qualifications & Experience:
Required Bachelor's degree in business administration, scientific discipline, or equivalent qualification
3 years supporting procurement-related activities or comparable operational roles
Foundational experience or strong interest in procurement, operations, or supply chain support functions
Exposure to purchasing, invoicing, or financial processes preferred
Robust attention to detail and organizational skills to manage multiple priorities and adapt to shifting deadlines
Effective communication skills for collaboration across various teams
Proficiency in Microsoft Excel, Word, and email tools
Willingness to learn procurement systems and processes with guidance

Success Measures
Accurate and timely processing of procurement requests
Thorough and up-to-date documentation maintained
Effective coordination and communication among stakeholders
Strict adherence to established procedures and escalation protocols
Reliable execution and audit readiness

Requirements
Working knowledge of ERP systems such as SAP and Ariba preferred
Strong organizational abilities and meticulous attention to detail
Excellence in verbal and written communication
Collaborative, service-oriented mindset
Comfort engaging with both technical and non-technical stakeholders