Order Handling & Procurement Specialist

At Evolve, we’re building a high‑performing Center of Excellence (CoE) for Managed Finance. As an Order Handling & Procurement Specialist, you sit in our Procure‑to‑Pay (P2P) stream with a focus on purchasing and operational order management. You ensure that demand is translated into clean Purchase Orders (POs) fast and right‑first‑time – measured through clear Service Level Agreements (SLAs) and Key Performance Indicators (KPIs) – while reducing maverick spend and keeping supply on time.

Your 90‑day impact

• Take end‑to‑end ownership of the Purchase Requisition (PR) → Purchase Order (PO) conversion (validation → approvals → PO creation → supplier confirmation) for assigned mandates.
• Raise PO coverage and first‑pass confirmation rate, cut PR‑to‑PO cycle time, and stabilize supplier On‑Time‑In‑Full (OTIF) delivery.
• Identify automation opportunities (catalogs, blanket POs, Electronic Data Interchange (EDI), portal integrations) and document standard work in our CoE Playbook.

What you’ll do

• PR Intake & Validation:
  Check completeness (account assignment, budget, cost center/project), route through the correct approval matrix, convert to compliant POs.
• Order Handling:
  Issue POs, secure confirmations, maintain delivery dates, expedite/de‑expedite, manage changes/cancellations, and keep stakeholders informed.
• Vendor Management:
  Support onboarding, maintain vendor master data, track documents (Non‑Disclosure Agreement (NDA), certificates), and coordinate with Legal/Quality as needed.
• Catalog & Sourcing Support:
  Maintain catalogs/price lists, run Requests for Quotation (RFQ) and light Requests for Proposal (RFP) for spot buys within delegation; monitor Minimum Order Quantity (MOQ) and lead times.
• Logistics & 3‑Way‑Match Enablement:
  Coordinate Goods Receipt (GR) timing with Warehouse/Requestors; help prevent/resolve mismatches with Invoice Receipt (IR) in collaboration with Accounts Payable (AP).
• Compliance & Data Quality:
  Enforce PO/contract terms, Incoterms, and policy; ensure master‑data hygiene; support European Union Value Added Tax (EU VAT) checks for cross‑border purchases (e.g., reverse charge).
• Reporting & Close:
  Track PO coverage, PR‑to‑PO cycle time, confirmation backlog, OTIF, and aging of open orders; provide inputs for month/quarter/year end.
• Continuous Improvement:
  Standardize templates, strengthen supplier portals/EDI and punchouts, refine approval workflows, and maintain Standard Operating Procedures (SOPs).

What you’ll bring

Must‑haves

• 2+ years in operational procurement/order handling in a high‑volume environment
• Hands‑on with Microsoft Business Central (Purchasing) or comparable Enterprise Resource Planning (ERP) systems; confident with approval workflows and master data.
• Solid understanding of purchasing basics: Incoterms, delivery/lead‑time management, MOQ, and contract terms; comfortable with SLA/KPI targets.
• Structured, service‑oriented communicator with strong stakeholder management (Requestors, Suppliers, Finance, Logistics).
• Languages: Polish (C1), English (B2+); German (B1+) is a plus.

Nice to have

• Experience with e‑procurement/portal tools, EDI/punchout catalogs, and vendor‑risk/document tracking.
• Exposure to basic total cost of ownership (TCO) thinking and data analysis (Microsoft Excel/Power Query).