Purchase Order Coordinator at Aquent

Are you a detail-oriented professional with a strong interest in finance, procurement, and process improvement?

Aquent are looking for a Purchase Order (PO) Coordinator to support the end-to-end operations of our Marketing Procurement team.

In this role, you will be responsible for managing incoming requests and ensuring that advertising agency and marketing vendor expenses are properly budgeted, coded, aligned with contractual requirements, tax-compliant, and processed efficiently through SAP Ariba.

As part of a collaborative shared-services team of approximately 12 members, you will oversee a high volume of business requests, handling around 1,000 annually, while contributing to the development and optimization of new operational processes.

Key Responsibilities

Purchase Requisition and PO Management: Prepare, submit, process, and monitor purchase requisitions and purchase order requests through SAP Ariba. Track outstanding POs and non-PO payments from initial submission through final invoice resolution.

Budget and Cost Estimate Review: Evaluate agency and vendor estimates to ensure expenses are assigned to the correct business units, expense categories, tax treatments, and accounting codes in collaboration with Finance and Marketing analysts.

Cross-Functional Coordination: Work closely with Marketing, Finance, Purchasing, Procurement, Tax, and SAP Global Business Services (GBS) teams to maintain compliance, verify contractual alignment, and ensure accurate documentation.

Vendor and Stakeholder Support: Act as the primary contact for Marketing stakeholders and external vendors. Investigate rejected invoices, correct submission errors, and address payment delays to ensure timely processing.

Process Optimization and Automation: Use workflow technologies and approved AI tools to improve request intake, identify duplicate or incomplete submissions, reduce processing times, and develop self-service resources, including FAQs, user guides, and dashboards.

What Makes This Opportunity Unique?

Opportunity to Build New Processes: Contribute to the design, implementation, and continuous improvement of new operational workflows supporting a large-scale marketing organization.

Structured Onboarding and Training: Receive comprehensive, two-week structured training alongside the Finance team to build the knowledge and skills needed to succeed in the role.

Cross-Functional Career Development: Gain valuable experience working across Finance, Purchasing, Tax, and Marketing within a Fortune 50 enterprise environment.

Candidate Qualifications and Requirements

• Relevant Experience: 2–4 years of experience in purchase order management, invoice processing, accounts payable, procurement operations, or a related field.
• Technical Proficiency:
  • Strong working knowledge of SAP Ariba or comparable enterprise procurement systems.
  • Proficiency in Microsoft Office applications and/or Google Workspace.
• Education: A bachelor’s degree in Business Administration, Finance, Accounting, or a related discipline is preferred. Equivalent relevant professional experience may also be considered.
• Core Competencies:
  • Exceptional attention to detail, particularly when reviewing budget allocations, accounting codes, financial records, and procurement documentation.
  • Strong written and verbal communication skills, with the ability to explain purchase order and invoice statuses clearly to stakeholders without a finance background.
  • Excellent organizational and time-management skills, including the ability to prioritize multiple outstanding tasks and requests in a fast-paced, high-volume environment.
  • A proactive, solutions-oriented approach to troubleshooting issues, improving workflows, and maintaining accurate records.
  • Strong collaboration skills and the ability to work effectively with cross-functional teams, vendors, and internal business partners.