Purchasing & Expense Administrator

The Purchasing & Expense Administrator supports the Company's purchasing administration, vendor maintenance, and employee expense reporting programs. This position serves as a primary administrator of the Coupa platform and is responsible for expense compliance review, vendor onboarding, purchasing controls, reporting, and process improvement initiatives. The role works closely with Operations, Finance, Treasury, Accounts Payable, and IT to support efficient, accurate, and compliant financial operations.

Essential Duties & Responsibilities

• Expense Administration & Compliance
• Review employee expense reports for compliance with Company policies and established guidelines.
• Verify receipts, business purpose documentation, account coding, and required approvals.
• Monitor expense report submissions and approvals, provide employee guidance, and support periodic audits and compliance reviews.
• Track and report recurring policy exceptions and compliance trends.
• Coupa Platform Administration
• Serve as a primary administrator for the Coupa platform.
• Maintain user access, approval workflows, supplier records, purchasing categories, and system configurations.
• Provide day-to-day support to users, assist with troubleshooting, and coordinate updates, testing, and training activities.
• Support supplier enrollment and electronic transaction requirements.
• Vendor & Purchasing Administration
• Coordinate vendor onboarding and maintenance, including W-9s, insurance certificates, and vendor records.
• Support purchasing-related workflows and purchasing card administration.
• Process Credit Applications and follow up as required.
• Assist with vendor communications and monitor adherence to approval authority requirements and purchasing policies.
• Support the lien waiver process in coordination with the Construction and Accounts Payable teams.
• Reporting & Process Improvement
• Prepare and maintain purchasing, vendor, and expense-related reports and dashboards.
• Monitor key compliance and operational metrics.
• Identify opportunities to improve processes, increase efficiency, and enhance policy compliance.
• Assist in developing procedures, training materials, and best practices.

Required

• Associate's or Bachelor's Degree in Business Administration, Finance, Accounting, or a related field; or equivalent experience.
• 1-3 years of experience in financial operations, expense administration, accounts payable, purchasing administration, or a related function.
• Experience reviewing employee expense reports and supporting policy compliance.
• Strong organizational, analytical, and problem-solving skills.
• Excellent attention to detail.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Strong verbal and written communication skills.

• Experience administering Coupa or similar purchasing and expense management software.
• Experience with Concur, NetSuite, SAP, or other ERP systems.
• Knowledge of expense management, vendor administration, and internal control practices.
• Experience supporting multi-location or multi-entity organizations.

• Strong communication and documentation skills.
• An analytical and structured approach to problem-solving.
• Sound judgment when working with financial and vendor information.