Business Operation Coordinator at Microsoft

Natte Yallock, Victoria, Australia -

Full Time

Start Date

Immediate

Expiry Date

20 Mar, 26

Salary

0.0

Posted On

20 Dec, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Microsoft Excel, Microsoft Word, Purchase Order Management, Contracts Governance, Quote Review, Reporting, Invoice Validation, Data Tracking, Stakeholder Coordination, Attention to Detail, Organisational Skills, Communication Skills, Procurement Platforms, Financial Governance, Vendor Management, Quality Assurance

Industry

Software Development

Description

Overview The Business Operations Administrator provides critical support to the Business Operations team, ensuring smooth execution of procurement activities, financial governance, contracts administration, and operational reporting. This role is ideal for someone highly organised, detail‑driven, and confident working with multiple stakeholders across procurement, finance, legal, and vendor management.The successful candidate will manage purchase orders, review quotes and contracts, maintain governance standards, and support key reporting and quality assurance processes. Responsibilities 🎯 Key Responsibilities 1. Purchase Order (PO) Management -Create, process, and manage Purchase Orders (POs) in alignment with procurement policies. -Track PO lifecycle through to completion, ensuring timely approvals and processing. -Liaise with suppliers and internal teams to resolve PO issues or delays. 2. Contracts Governance & Approval Routing -Coordinate routing of contracts, SOWs, and amendments for internal review and approval across Legal, Procurement, Finance, and Business stakeholders. -Ensure all documents follow correct governance workflows and meet compliance requirements. -Maintain version control and audit readiness for all contract-related materials. 3. Quote & Contract Review -Review supplier quotes and contracts to extract key details (scope, pricing, terms, renewal dates, deliverables). -Validate alignment between quotes, contract terms, and PO requirements. -Identify inconsistencies or risks and escalate to appropriate teams for clarification. 4. Reporting & Analytics Support -Assist Business Operations Managers with compiling, formatting, and presenting operational and financial reports. -Maintain dashboards, trackers, and performance metrics for suppliers and internal operations. 5. Invoice Quality Checks -Review, validate, and reconcile supplier invoices against POs, quotes, contracts, and delivery status. -Flag inaccuracies and coordinate issue resolution with vendors, Finance, and Business stakeholders. 6. Data Tracking & Documentation -Maintain structured logs and records for PO status, contract approvals, invoice audits, and reporting cycles. -Ensure all documentation meets audit requirements and is consistently up‑to‑date. 7. Stakeholder Coordination -Work closely with Business Operation Managers, Finance, Legal, Procurement, and external suppliers. -Facilitate smooth communication and follow-ups across teams to ensure timely approvals and accurate documentation. 8. Tool Proficiency -Use Excel for data analysis (pivot tables, formulas, VLOOKUP/XLOOKUP, charts). -Use Word for drafting SOPs, summaries, workflows, and formal communications.Use PO, invoice processing, and document routing systems (e.g., SAP, Coupa, Ariba, or similar). -Use PO, invoice processing, and document routing systems (e.g., SAP, Coupa, Ariba, or similar). Qualifications 🧠 Skills & QualificationsEssential -Strong proficiency in Microsoft Excel (pivot tables, formulas, charts) and Word (templates, formatting). -Experience with PO systems, invoice processing tools, or procurement platforms. -High attention to detail and strong organisational skills. -Ability to extract, interpret, and verify details from quotes, contracts, and invoices.Strong stakeholder management and communication skills. -Ability to work both independently and collaboratively across multidisciplinary teams. Preferred -Prior experience in business operations, procurement, vendor management, finance administration, or contracts administration. -Familiarity with contract governance workflows or approval routing systems.Experience working with Legal, Finance, and Procurement functions. This position will be open for a minimum of 5 days, with applications accepted on an ongoing basis until the position is filled. Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance with religious accommodations and/or a reasonable accommodation due to a disability during the application process, read more about requesting accommodations.

Responsibilities

The Business Operations Administrator manages purchase orders, reviews contracts, and ensures compliance with governance standards. They also support reporting and quality assurance processes while coordinating with multiple stakeholders.