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Title:  Procurement Administrator

Job ID:  2694

Chicago, IL, US

Category:  Procurement

Donnelley Financial Solutions (DFIN) is a leader in risk and compliance solutions, providing insightful technology, industry expertise and data insights to clients across the globe. We’re here to help you make smarter decisions with insightful technology, industry expertise and data insights at every stage of your business and investment lifecycles. As markets fluctuate, regulations evolve and technology advances, we’re there. And through it all, we deliver confidence with the right solutions in moments that matter. 


Procurement Administrator will assist with new and existing vendor maintenance, creation of purchase orders, negotiation and maintenance of vendor NDAs and organize vendor contract database. In addition to procurement duties, the Procurement Administrator will assist in general office/ facilities management tasks (receiving clients and visiting executives/ employees, scheduling conference rooms, emergency preparedness, ordering and stocking office supplies and hospitality items).


  • Assists with new vendor setup and existing vendor maintenance in DFIN purchasing database and accounts payable system (SAP)
  • Assists with the creation of purchase orders 
  • Maintenance of vendor contact information for PO distribution
  • The creation of purchase orders - forwarding POs to suppliers and confirming receipts
  • Track, expedite, and provide status updates to the Project Buyer
  • Facilitate PO adjustments between Accounts Payable and DFIN business owners 
  • Negotiation and maintenance of all supplier NDA documents
  • Support in any project related MWBE recruiting efforts, including cold calling vendors
  • Oversight / organization of SpringCM (DFIN contract management database) including
  • Consolidation of all DFIN Supplier contracts into the Spring CM system
  • Maintenance of all supplier contract data attributes / files 
  • Organize and administer all supplier contract, RFQ and RFP templates
  • Mail / Messenger Requests
  • Sort incoming mail for distribution and dispatch outgoing mail
  • Log and track all incoming priority packages and deliver to recipients with signature time and date
  • Process certified/return receipt packages and deliver to post office
  • Coordinate and log all incoming / outgoing messenger requests

Additional Responsibilities:

  • Manage all hospitality needs for the Chicago headquarters office which can include but not limited to:  Receiving clients, visiting employees/ executives and or vendors into the premise; Booking conference rooms, coordinating food and beverage for both client in houses and executive meetings; maintaining client pantry/ stock fridges and office supplies
  • Be responsible for the office emergency preparedness plans, serve as captain of the Safety Team, maintain emergency preparedness documentation and execute annual safety drills
  • Assist with Facility Work Order requests related to the Chicago office that require onsite presence. (e.g. preventative maintenance requests, empty of shredding bins, security access issues)
  • Ensures pantries and pantry supplies are maintained appropriately
  • Ensure the offices are clean and presentable at all times.  If required, coordinate standard cleaning schedule with local property management companies and/or contracted cleaning company
  • Assist with specific groups on any special events to include catering (freight reservation), set up, clean up, signage, holiday decorating, etc.
  • Support Executive Admins in completing requested office tasks
  • Coordinating work space reservations and work to resolve any issues


5 years of experience in a admin role.
• Working knowledge in Microsoft Office, specifically Word, Excel and Outlook.
• Working knowledge of SAP, a plus
• Minimum High School Diploma, AA degree preferred.
• Highly organized with a strong attention to detail.
• Ability to multi-task and prioritize workload in order of importance.
• Strong verbal, interpersonal and communication abilities.
• Self-reliant and works without supervision
• Able to make real time decisions - for basic tasks
• Must be hands on and have a “take charge mentality”
• Able to work quickly with thoroughness and efficiency.
• Able to interact positively across departments and work groups.
• Ability to follow set processes, pay attention to detail, creatively problem-solve and take initiative
• Ownership in daily tasks and accountability to excellence
• Must be able to lift up to 50 pounds.

It is the policy of Donnelley Financial Solutions to select, place and manage all its employees without discrimination based on race, color, national origin, gender, age, religion, actual or perceived disability, veteran's status, actual or perceived sexual orientation, genetic information or any other protected status. 

If you are a qualified individual with a disability or a disabled veteran, you have the right to request a reasonable accommodation if you are unable or limited in your ability to use or access as a result of your disability. You can request a reasonable aaccommodation by sending an email to

Nearest Major Market: Chicago

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