Our Global Operating Center located in Manila is pivotal to enhancing the Firm's operational efficiency and streamlining legal and business services support across our global network. Our center provides comprehensive administrative, financial and operational services across office operations, compliance and new business, finance, technology, human resources, innovation and marketing. By centralizing these critical functions, the center ensures consistency and quality in service delivery while reducing operational costs. Through its integrated approach, our Global Operating Center enables the Firm to focus on its core legal services, drive global growth and maintain high standards of client service across all offices.
The Senior Procurement Coordinator is an integral part of the team in support of the firm's Procure-to-Pay process. This function works across different business services groups to provide the very best support for relevant activities and initiatives these groups undertake to help the Firm leverage its global spending power, ensure optimal pricing and contractual terms, mitigate risk, manage vendor relationships and achieve other strategic objectives. The Senior Procurement Coordinator will work closely with the supervisor and Accounts Payable team, along with internal and external stakeholders, to ensure timely and effective delivery of goods and services and payment of invoices. This position also performs other job-related duties as assigned.
Primarily supporting the Procure-to-Pay process of the Firm, the role responsibilities include, but is not limited to, the following.
- Make timely and cost-effective buying decisions by ensuring that purchases have thoroughly passed the specific steps of the procurement process.
- Source for and/or identify purchase request requirements such as type, configuration and quantity. Request proposals or quotations from two or more vendors or leasing partners identified as preferred/suitable vendors for the required purchase.
- Handle high-value projects from Projects Management team including but not limited to office renovations, relocation, move and build.
- Handles non-project high-value and critical requests such as upgrades, renewals or refresh and global initiatives.
- Review and analyze highly technical proposals, communicate with vendors and requestors for any modifications on the purchase requirements.
- Negotiate with vendors regarding specifications, pricing, terms and conditions and recommend the vendor with most advantageous offers.
- Assure efficient processing of purchase requests from initiation to closure in compliance with Global procurement policy.
- Verify bank details verification through phone calls, emails or both to ensure that funds go to the correct payee accounts and to avoid fraudulent payments.
- Perform new vendor onboarding process before setting up a vendor account in the 3E system.
- Review Firm expense invoices with amounts greater than USD 15K to ensure compliance with existing contracts prior to payment processing.
- Coordinate with requesting teams regarding purchase requirements and specifications.
- Assist in the review and execution of contracts.
- Work with Asset Managers on the Lease and Asset Management.
- Responsibilities include contract association, update of asset details and status for both leased and purchased hardware in ServiceNow system.
- Administer End of Lease process from determining end of lease plans, return, extension or buyout of hardware, and processing invoice for payment of buyouts or damages.
- Perform extensive computations on cost/price data analysis for the review of lease and purchase proposals.
- Review and process monthly or quarterly lease invoices for rentals, buyouts, and damages.
- Review accuracy of expense codings used in processing lease invoices and request
- Accounts Payable team to reclass codings as needed.
- Interact with business services through verbal or written in connection with assigned procurement activities and projects.
- Contact vendors via e-mail or telephone and holds meetings with vendors and stakeholders.
- Maintain the contract database through timely uploading of new contracts, querying, modification, and collecting information for reporting purposes.
- Review expiring firm contracts by confirming with business owners and update status in contracts database.
- Process renewal of expiring technology purchase orders and contracts such as licenses, support, maintenance, warranty, etc.26 April 2022
- Process requests for vendor and payee maintenance: add new vendors to the database, modify information and activate/deactivate accounts.
- Provide guidance and assistance to other Accounts Payable Compliance Analyst, as needed.
- Assist and handle process trainings and share relevant information on the progress of the new member/s of the team.
- Review and update process manuals.
- Monitor team progress and assist in the review of special projects and ad hoc activities.
Qualifications
- Bachelor's degree in information science, Business, Economics, Finance
- At least 5 years of relevant experience in procure-to-pay functions
- Excellent English language communication skills both written and oral
- Good systems and database skills, including Excel, PowerPoint, Adobe, Enterprise/Financial Software platforms (3E Finance System, ServiceNow and SpendConnect)
- Amenable to work on hybrid and shifting schedule including weekend and Philippine holidays.
This role reports to
Supervisor, Procurement
Equal Opportunities
White & Case is committed to creating a fair workplace. It is our Firm's policy to recruit, employ, train, compensate, and promote without regard to race, religion, creed, national origin, age, gender, sexual orientation, marital status, military or veteran status, disability, genetic information, or any other category protected by applicable law.
If you require assistance and/or adjustment to participate in our application and/or interview process, please email us. We will be happy to work with you.
The Firm may modify and amend any job description at any time in its sole discretion. Nothing herein creates a contract of employment or otherwise modifies the at-will nature of employment.
The above is only a general description of the essential duties associated with this position and does not represent an exhaustive or comprehensive list of all duties.
Note to Recruitment Agencies
Our internal Recruitment team manages all aspects of lateral hiring. All agencies must have signed terms of business—specific to the relevant office—before submitting any candidates. CVs or applications sent directly to White & Case partners or employees will also not be considered formal introductions. If you have questions, please contact the relevant Recruitment team. We work with our preferred suppliers when engaging agencies.
