PO Admin

Job Details

Job Title: PO Administration Specialist – Direct Purchasing

Work Location: Nanterre, Paris, France

Start date: April

Duration of Contract: 6‑month renewable contract

Contract Language: French

ROLE PURPOSE

The PO Administration Specialist – Direct Purchasing is responsible for the accurate, timely, and compliant execution of Purchase Order administration activities. The role supports Direct Purchasing operations by managing Vendor Master Data, Purchase Orders, and Vendor Invoices, ensuring data consistency across procurement systems and compliance with internal procedures and quality requirements.

Main Responsibilities

Vendor Master Data (MDM)

• Coordinate with Buyers to collect required documentation for vendor creation and updates.
• Prepare and submit vendor creation and modification requests.
• Ensure accuracy, completeness, and timely updates of vendor records in MDM systems.

Purchase Order Administration

• Register Purchase Orders and PO Amendments issued by Buyers in EPC‑Business and PeopleConnect.
• Ensure full consistency between Purchase Orders issued to vendors and data recorded in procurement systems.
• Support Buyers on administrative topics related to Purchase Orders.

Vendor Invoice Administration

• Follow up on draft invoices and issue reminders when necessary.
• Perform administrative and contractual compliance checks on invoices.
• Verify fulfillment of payment conditions in coordination with Purchasing, VPM, Transport, Engineering, and other departments.
• Create and manage Work Confirmations in PeopleConnect.

Systems and Interface Support

• Handle operational questions related to system interfaces during PO and invoice creation.
• Provide first‑level functional support for PO Administration processes.

Monitoring and Reporting

• Maintain and regularly update PO Administration activity dashboards.
• Report workload, status, and key performance indicators.

KEY INTERFACES

Internal: Buyers, Purchasing, Finance, VPM, Engineering, Transport, Project Teams

External: Vendors (administrative coordination only)

TOOLS AND SYSTEMS

• EPC‑Business
• PeopleConnect
• Vendor Master Data (MDM) systems
• Microsoft Office tools, with advanced use of Excel

OPERATING CONTEXT

• Multi‑project, deadline‑driven environment
• High volume of transactional data
• Strong focus on data accuracy, traceability, and procedural compliance
• Continuous coordination with cross‑functional stakeholders

PERFORMANCE CRITERIA

• Accuracy and consistency of vendor and PO data
• Timeliness of PO and invoice processing
• Reduction of invoice discrepancies and payment delays
• Compliance with Direct Purchasing procedures and quality standards
• Reliability and completeness of activity reporting

Required Profile

Education: Minimum two (2) years of post‑secondary education or equivalent

Experience: Experience in PO Administration, Purchasing Administration, or similar ERP‑based roles

Technical Skills: ERP systems, Microsoft Excel

Languages: French (working language), English (professional proficiency)

Behavioral Skills: Organization, attention to detail, communication, ability to manage multiple stakeholders