New

Administrative Coordinator

Spectraforce Technologies
United States, Illinois, North Chicago
Nov 12, 2026
Position Title: Administrative Assistant I Work Location:North Chicago, Illinois, USA 60064 Assignment Duration: 12 Months Position Summary The Administrative Coordinator provides procurement, invoice resolution, vendor master, and general administrative support for the External Manufacturing Devices team. This role is responsible for routing and managing U.S.-based service purchase orders, coordinating follow-up and troubleshooting through approval and payment processes, supporting vendor and finance updates, and ensuring accurate and timely communication across internal stakeholders. The position also provides high-level administrative support for Directors and Account Managers, including travel, expense reporting, meeting logistics, reporting support, supply coordination, and event planning. Key Responsibilities Purchase Order Process Route and manage U.S.-based service purchase orders. Troubleshoot PO submission issues, approval delays, cost center changes, documentation requests, and other follow-up items through resolution. Assist with creating executive memos when purchase order approvals route to senior leadership. Send copies of purchase orders to account managers upon request. Route purchase order change notices and updates as needed. Support quarterly PO closure activities by reviewing open PO lists from Finance and partnering with the team to determine which POs should remain open or be closed. Distribute service confirmations to account managers and submit confirmations in SRM/SAP once approved. Submit approval table updates for SAP/SRM as needed, including updates related to approver changes and cost center approval tables. Communicate updates to the purchase order process through team channels and meetings. Route ACRs for Finance, such as credit note requests, as needed. Invoice Resolution Research and resolve invoices blocked for payment, including issues that require investigation, stakeholder follow-up, and cross-functional coordination. Review invoices against the associated purchase order and determine the root cause of issues such as insufficient funds or payment record mismatches. Coordinate appropriate outcomes, including rejecting incorrect invoices, redirecting invoices to the proper PO, or submitting PO change notices to add value and clear blocked invoices. Partner with account managers and support teams to determine whether banking or payment discrepancies are fraudulent or represent legitimate vendor updates. Route vendor banking update requests when new banking information is confirmed. Vendor Master Updates Submit and manage vendor master updates, including payment terms, addresses, sites, banking credentials, and PO email delivery information. Support new vendor creation through the appropriate system or process, including Ariba where applicable. Reactivate inactive vendors as needed. Coordinate vendor update requests with Finance, account managers, and other internal stakeholders to ensure accurate and timely processing. Administrative and Team Support Coordinate travel for Directors and provide backup or ad hoc travel support for leaders and account managers as needed. Prepare and submit expense reports for Directors and other leaders as requested. Manage weekly highlights communications, including team reminders, proofreading, formatting, and distribution to leadership and Finance/Legal teams. Support monthly S&OP activities, including reminder communications, slide formatting, printing materials, hosting and presenting during meetings, taking notes, and distributing action items. Maintain business review updates for leadership visibility, including tracking and updating TPM business review dates in OneNote. Manage supply orders, including office supplies, our organization swag for new team members, and technology needs such as headsets, monitors, keyboards, and mice. Submit move requests and name plate updates for team members joining or leaving assigned locations. Plan and coordinate onsite and offsite meetings, events, dinners, and reservations, including room reservations, catering, invitations, communications, and logistics. Coordinate gifts for team member milestones or personal events as needed. Support SharePoint updates and team initiatives, including adding or removing team members and updating documents or pages. Coordinate FedEx shipments for business needs such as tradeshow materials, contracts requiring wet signatures, and other team shipments. Qualification & Experience KNOWLEDGE / SKILLS Strong organizational skills with the ability to manage a high volume of requests and competing priorities. Ability to troubleshoot issues, follow up with stakeholders, and drive items to completion. Clear and professional written and verbal communication skills. Strong attention to detail, including proofreading, formatting, documentation, and data accuracy. Ability to work independently while partnering effectively with Finance, Procurement, account managers, directors, and other cross-functional teams. Working knowledge of procurement, invoicing, vendor master, and administrative processes. Proficiency with Microsoft Office tools, including Outlook, PowerPoint, OneNote, SharePoint, and Teams. Qualifications High school diploma or equivalent required; associate or bachelor's degree preferred. Experience in administrative support, procurement coordination, finance operations, vendor management, or related business operations preferred. Experience with SAP/SRM, Ariba, DSP, Planon, SharePoint, OneNote, and Microsoft Office applications preferred. Demonstrated ability to manage multiple priorities, communicate with stakeholders, and resolve process-related issues in a timely manner. Strong customer service orientation and ability to support leaders, account managers, and cross-functional partners.