Procurement Manager

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Role Summary

The Procurement Manager, Procurement Operations leads direct reports responsible for purchase order administration, supplier lifecycle operations, and Oracle supplier profile maintenance and support. The manager owns workload allocation, service levels, queue management, quality, coaching, escalation, and continuous improvement. The role ensures that purchase orders are created, fulfilled, amended, and closed accurately and on time; suppliers are onboarded and offboarded through approved controls; and supplier records remain complete, current, and properly supported.

This is not a category management, strategic sourcing, or contract-administration role. The position is the operational people leader and primary coordination point for PO and supplier operations, partnering with Sourcing, Contracts, Finance, Accounts Payable, Legal, IT, InfoSec, and business stakeholders to resolve issues, maintain segregation of duties, manage exceptions, and provide transparent performance reporting. The role also requires working knowledge of U.S. and India tax requirements relevant to procurement and supplier operations, including U.S. 1099 reporting requirements and associated supplier tax documentation.

## Team Summary:

Serving as the local team lead for the Procurement team within the Finance division, this role is integral to the procurement lifecycle at athenahealth. You will support backend procurement operations for a U.S.-based procurement team, including requisition compliance, purchase order creation, supplier registration, maintenance of records within enterprise resource planning/procure-to-pay (ERP/P2P) tools, supplier due diligence, annual supplier monitoring, contract coordination, internal and external communications, reporting, and related operational work.

In this role, you will partner with internal stakeholders and external suppliers to help ensure procurement activities are completed accurately, consistently, and on time. The position requires strong organization, sound judgment, clear communication, and the ability to manage multiple priorities in a structured environment. You should be comfortable working across teams, reviewing data for accuracy and trends, and identifying practical solutions to operational challenges. Experience supporting a team and helping improve operational results will be valuable in this role.

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Essential Job Responsibilities:

1. People Leadership & Operational Management

• Lead, coach, and develop direct reports supporting PO administration, supplier onboarding and offboarding, and Oracle supplier profile maintenance across U.S. and India operations.

• Establish individual objectives, service expectations, quality standards, development plans, and measurable accountability for results.

• Allocate workloads, monitor capacity and coverage, conduct regular one-on-ones, provide timely performance feedback, and address execution or capability gaps.

• Build cross-training and succession coverage for critical PO and supplier processes, including planned and unplanned absences.

• Create an accountable, service-oriented culture focused on accuracy, responsiveness, control adherence, stakeholder communication, and continuous improvement.

2. Purchase Order Administration & Fulfillment

• Oversee end-to-end PO administration, including validation of approved requisitions, contract and budget alignment, PO creation, dispatch, acknowledgement, change orders, issue resolution, receipt coordination, and closure.

• Ensure POs contain accurate supplier, entity, currency, payment term, accounting, tax, line-item, period-of-performance, and supporting-document information before release.

• Monitor PO fulfillment status and coordinate with requestors, budget owners, suppliers, Sourcing, Accounts Payable, and Finance to resolve missing receipts, invoice mismatches, exhausted balances, blocked invoices, overdue commitments, and other transaction exceptions.

• Maintain clear controls for non-PO spend, after-the-fact requests, emergency purchases, one-time suppliers, blanket POs, contract renewals, and other approved exception pathways.

• Coordinate timely PO amendments for approved scope, quantity, price, term, accounting, or supplier changes while preserving approval evidence and audit history.

• Lead periodic PO close reviews to identify completed, expired, inactive, duplicate, or no-longer-needed POs and confirm closure with the appropriate business and Finance stakeholders.

• Ensure PO records and supporting documentation are complete, accurate, accessible, and audit-ready throughout the PO lifecycle.

• Promote appropriate use of P-Cards, purchase orders, catalogues and other purchasing channels based on established buying and payment policies.

• Monitor P-Card transaction compliance, aging items, missing documentation, recurring exceptions, and other control issues; escalate and drive corrective actions where required.

• Maintain operational reporting and audit-ready supporting documentation for P-Card activity and associated controls.

3. Supplier Onboarding & Offboarding

• Lead supplier onboarding from validated intake through activation, including required forms, tax and banking documentation, business ownership, approvals, sanctions and compliance checkpoints, risk-review status, and supplier communication.

• Confirm that supplier onboarding requests are complete and appropriately approved before Oracle supplier-profile creation or activation; return incomplete requests with clear remediation requirements.

• Support controls associated with supplier tax classification and U.S. information-reporting requirements, including collection and maintenance of appropriate supplier tax documentation used in 1099 reporting.

• Coordinate with Legal, InfoSec, Privacy, Finance, Accounts Payable, Tax, and business owners to ensure required reviews are completed and documented before the supplier becomes transaction-ready.

• Oversee supplier offboarding, including validation of termination or inactivity, review of open POs and invoices, closure of remaining commitments, deactivation of purchasing use, profile-status updates, and retention of supporting evidence.

• Maintain controls for one-time suppliers, reactivation requests, supplier legal-name changes, mergers or acquisitions, address changes, and payment-information changes, including required out-of-band verification where applicable.

• Prevent duplicate or fragmented supplier records by applying standardized search, matching, naming, and documentation requirements before creating or reactivating a supplier.

4. Oracle Supplier Profile Maintenance & Support

• Own operational governance for Oracle supplier-profile creation, maintenance, activation, inactivation, and user support in accordance with approved access and segregation-of-duties requirements.

• Ensure supplier master data is accurate and complete, including legal name, tax identifiers, addresses, contacts, business classifications, payment terms, purchasing sites, entities, currencies, and supporting documentation.

• Oversee controlled updates to supplier profiles, including name, address, contact, tax, banking, payment, and site changes, with appropriate approvals and verification evidence.

• Monitor duplicate records, incomplete profiles, inactive suppliers, expired documentation, conflicting data, and other master-data quality issues; assign remediation actions and track them through completion.

• Triage Oracle supplier and PO transaction issues, document root causes and resolutions, coordinate system support with IT and Finance, and communicate status to affected stakeholders.

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