Workplace Procurement Coordinator

Workplace Procurement Coordinator

Arcadis is the world's leading company delivering sustainable design, engineering, and consultancy solutions for natural and built assets.

We are more than 34,000 people, in over 30 countries, dedicated to improving quality of life. Everyone has an important role to play. With the power of many curious minds, together we can solve the world’s most complex challenges and deliver more impact together.

Role description:

• The Purchase Order & Invoice Specialist is responsible for the end-to-end management of Purchase Requisitions (PRs), Purchase Orders (POs), and invoice processing for Workplace Projects and Portfolio activities across Europe, APAC and the Americas.
• The role ensures accurate PO creation in Oracle, timely approvals, correct invoice matching, and robust tracking, acting as a key interface between Procurement, Finance, Projects/Portfolio teams, and suppliers.
• This position complements the existing Operations PO team and supports the harmonised PO model across Operations, Projects, and Portfolio.

Key Responsibilities

1. Purchase Order & Requisition Management (Core Responsibility)

• Raise and manage Purchase Requisitions (PRs) and Purchase Orders (POs) in Oracle for Workplace Projects and Portfolio in line with agreed SOPs and approval matrices
• Validate requests for completeness (supplier, contract/quote, amount, currency, project codes, cost allocation)
• Follow up with approvers to ensure timely PO approvals
• Amend, uplift, cancel, or re‑issue POs as required
• Coordinate with Procurement on supplier, category, and PO-related queries
• Share PO details with suppliers and internal teams in line with blanket PO guidelines 

1. PO & Spend Tracking

• Maintain the PO Smartsheet tracker as the single source of truth
• Track PO values, invoices, and remaining balances to prevent overspend
• Provide regular status updates and highlight risks or issues

1. Invoice Management

• Track and validate invoices against POs (amount, scope, balance, supplier)
• Follow up on invoice approvals with internal stakeholders
• Raise and manage Helix tickets for invoice resubmissions or rejections
• Coordinate with suppliers on invoice queries and credit notes
• Maintain the invoice tracker and weekly reporting

       External Identity & Access 

• Raise and manage external (.ext) user accounts and Cloud PC access requests
• Process account extensions and terminations
• Maintain accurate tracking of all external identity activities
• Liaise with IT teams to resolve access issues

      Communication & Coordination

• Act as the primary point of contact for Projects and Portfolio PO and invoice queries
• Attend regular check‑ins with business teams
• Liaise with Procurement, Finance, IT, and suppliers to resolve issues

       Controls & Continuous Improvement

• Apply harmonised PO processes and flag inconsistencies or non‑compliance
• Support audits and contribute to ongoing process improvements

Qualifications & Experience:

Key Skills & Experience

• Experience is raising Purchase Order, Requisition, or Invoice processing on Oracle preferred.
• Strong attention to detail and ability to manage high-volume, repeatable processes
• Comfortable working with trackers (Smartsheet / Excel) as operational systems of record
• Confident in stakeholder communication across multiple teams and countries
• Ability to follow defined processes while exercising judgement to flag issues

 Key Competencies

• Structured and organised
• Strong follow‑up and ownership mindset
• Data‑driven and detail‑oriented
• Clear, professional communicator
• Comfortable operating in a controlled finance environment

Why Arcadis?

We can only achieve our goals when everyone is empowered to be their best. We believe everyone's contribution matters. It’s why we are pioneering a skills-based approach, where you can harness your unique experience and expertise to carve your career path and maximize the impact we can make together.

You’ll do meaningful work, and no matter what role, you’ll be helping to deliver sustainable solutions for a more prosperous planet. Make your mark, on your career, your colleagues, your clients, your life and the world around you.

Together, we can create a lasting legacy.

Join Arcadis. Create a Legacy.

Our Commitment to Equality, Diversity, Inclusion & Belonging

We want you to be able to bring your best self to work every day which is why equality and inclusion is at the forefront of all our activities. Our ambition is to be an employer of choice and provide a great place to work for all our people. We are an equal opportunity employer; women, minorities, and people with disabilities are strongly encouraged to apply. We are dedicated to a policy of non-discrimination in employment on any basis including race, caste, creed, colour, religion, sex, age, disability, marital status, sexual orientation, and gender identity.

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