Procurement Operations Specialist

Job Type:
Cloud & Infrastructure
Job reference:
over 1 year ago

Dropbox is a leading global collaboration platform that's transforming the way people work together, from the smallest business to the largest enterprise. With more than 600 million registered users across more than 180 countries, our mission is to unleash the world's creative energy by designing a more enlightened way of working.
Dropbox builds simple, powerful products for people and businesses. We believe technology should get out of the way, so there's no limit to what people can do.

Role Description
You will join a team of dynamic individuals to help develop procurement operations for Dropbox globally! We are seeking a Specialist for Global Procurement within our Procure to Pay (P2P) Team, who can help scale and optimize indirect procurement. This will be a fast paced and dynamic role that will work closely with our stakeholder, legal and finance teams to proactively support:

Operational Procurement & Travel/Expense (70%)

  • Manage creation and maintenance of purchase orders

  • Support end to end supplier onboarding processes

  • Review and reconcile P-card payment requests

  • Support expense auditing, employee onboarding/exits, and credit card maintenance

Tactical Sourcing (20%)

  • Support low to medium complexity competitive bidding / sourcing projects

Procurement Transformation projects (10%)

  • Effective at organizing project work, prioritizing and multitasking across concurrent projects independently.

  • Create and summarize actionable Procurement Insights across Procurement including Sourcing, Category Management, Supplier Diversity, Travel & Expense, and Credit Cards

As a Procurement Specialist, you will have the opportunity to grow your career and skill set as well as drive value for our business!

This is a fully remote role, on a 12month contract basis.

Position Responsibilities

  • Supporting business and Sourcing team with initiation and execution of supplier NDAs through Ironclad platform

  • Managing Supplier Onboarding into Oracle Fusion ERP system

  • Supporting business and Sourcing team with initiation of 3rd Party Risk Assessment and Security reviews through ServiceNow

  • Supporting business with Quote-to-contract through collaboration with Legal teams on non-strategic contract agreements including but not limited to SOWs, Order Forms, Sponsorship agreements, etc.

  • Managing Purchasing module activity in Oracle Fusion including support of business and sourcing teams with submission and the approvals of self-serve Purchase Requisitions, Management and housekeeping of Purchase Orders, Change Order and additional fund request support.

  • Collaborating with AP team located in Dublin to support their efforts of Invoicing, Receiving, Payments, and PO issues causing issues in any S2P processes.

  • Supporting the Dropbox P-card program & card reconciliation(s). Triaging requests to cardholders and submitting P-card expense reports.

  • Supporting business stakeholders through the ServiceNow platform via triage and solution of incoming requests, support General Q&A requests, provide guidance and solutions to requesters.

  • Supporting the compliance of Dropbox's procurement policy through guidance and action to reduce "After-the-fact" violations (POs and Supplier requests) and enforce Sourcing team Engagement requirements

  • Acting as Admin to Dropbox's Amazon Business Prime account for qualifying purchases, support access issues and solution ad-hoc issues.

  • Triage Procurement Operations action items in Globality platform, including assigning Procurement DRI

  • Triage and update Sourcing Pipeline in ScoutRFP platform - capture renewal opportunities from Purchase requisition approvals, and add to sourcing Pipeline for future follow-up.

  • Support T&E Operations including Expense Report review/approvals, Corporate card requests and administration, admin for T&E platform Concur and Benefits Reimbursement platform Forma.

Position Requirements

  • Proven track record and passion for procurement operations.

  • Experience in negotiating/ purchasing.

  • Proficiency in data analysis and supporting tools.

  • Experience with contract review and approval as part of the PR to PO approval process.

  • Effective at organizing project work, prioritizing and multitasking across concurrent projects independently.

  • Prior experience and exposure to ERP (preferably Oracle Fusion/Cloud) level purchasing systems.

  • Experience managing catalogs, marketplaces and related reporting.

  • Strong social and interpersonal communication skills with ability to partner with various stakeholders.

  • Demonstrate an ability to learn and on take on new responsibilities as the team grows.

  • Bachelors degree in business, supply chain or a quantitative field preferred or 2+ years in Procurement Operations.

Must Haves

  • 2-3 years of Past procurement experience or analytical experience/background.

  • Strong communication skills - written/verbal. Prior experience and exposure to ERP (preferably Oracle Fusion/Cloud) level purchasing systems.

  • Demonstrated qualitative and quantitative analytical skills.

  • Intermediate/Advanced experience with Microsoft Excel, Google Sheets, Alteryx (pivot tables, vlookups, macros, and management level presentations)


  • Ability to work in cross-functional efforts across the enterprise

  • A self-starter with a proactive desire to learn, grow, and advance within the Global Procurement Team.

  • Comfortable negotiating independently, as well as low to medium complexity negotiations.

Applications/Systems Supported in role

  • ERP: Oracle Fusion/Cloud (Procurement, AP, Reports & Analytics)

  • Business Management: G-Suite (Email, Spreadsheet, Slides, Forms), Slack, Zoom

  • Dropbox Applications: Dropbox, Paper, Capture, Dropbox Sign, DocSend, Dropbox Dash

  • Expense Management: Concur, Forma

  • Business Analytics: Oracle Analytics Cloud, Tableau, Alteryx

  • Issue Resolution: ServiceNow

  • Other: ScoutRFP, Globality, Tealbook

Note: Please apply only if you are eligible to work full-time in Ireland.

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