Job Title:  Procurement Systems Manager

Primary Purpose of Job:

The Procure to Pay (P2P) Systems Manager plays a critical role in administrating and supporting the Procure-to-Pay process. This position works with Product Technology Owners, Product Owners, Customers, and key stakeholders to help shape a feature set that aligns with our product vision and delivers value to procurement (SCG, FS, IT, PMO) and accounting teams. Maintain and deliver the product roadmap features and define the scope for product releases. Help our team onboard new supplier and ERP data, gather technical requirements, utilize analytical approaches to troubleshoot data quality issues, as well as contribute to identifying, designing, and implementing internal data processing improvements while assisting with software quality assurance.

Major functions for this position: 

System Administration Support and Problem Management for P2P Processes, Automations, and System issues and/or projects. 40% of total job

• Provide support to end-users by responding to requests for technical assistance
• Maintain working knowledge of capabilities, functionality, and associated integrations that impact Coupa and upstream/downstream systems.
• Work with SD Accounting, SCG, FS, IT, PMO and vendors supporting integrations (AD, Super Q, ESM, E1, Coupa Punchout sites, QT Procurement API).
• Lead identification of system issues and troubleshooting.
• Identify system release schedule and lead UAT testing.
• Resolve day-to-day system issues collaborating with internal stakeholders and third-Party Software Providers.
• Works with third-Party Software Providers directly for solutioning, upgrades, enhancements, and support.
• Assist end-users with Coupa software issue resolution.
• Demonstrable ability to troubleshoot complex software issues and test software applications.
• Acute analytical skills and the ability to solve problems quickly.
• Identify, analyze, and resolve customer issues, documenting work in case notes, and escalating issues appropriately.
• Create change requests for software enhancements based on customer feedback and issues for Coupa.
• Provide on-call (after hours) support for evenings, weekends, and holidays as required.

Lead Procurement System projects and the design, testing, implementation, system rewrites, and system upgrades/updates. 20% of total job

• Work with SD Accounting, SCG, FS, IT, PMO and third-party software providers to ensure we complete software upgrades regularly as recommended by the software manufacturers.
• Participate in the agile/scrum process.
• Clearly articulate ideas and thoughts both in verbal and written formats.
• Responsible for validating functional design and create technical capabilities to help with backlog prioritization and related tasks.
• Responsible for validating data sources and logs to ensure technical specs are correct to build out dashboards and automation.
• Audit data for quality and content ensuring full understanding of customers’ data.
• Configure solutions through business facing enterprise applications and functionality.

Process Automation Leadership and Lifecyle Management. 15% of total job

• Complete process analysis to determine process improvements that are needed prior to considering automation and the viability of the process for automation.
• Identify process improvements that reduce workloads or improve quality for end users.
• Work with Corporate Stakeholders to map operational processes, identify and capture requirements.
• Define the process requirements for automation, clarify the inputs and expected outputs and create the necessary automation documentation.
• Demonstrate good analytical skills with the ability to analyze requirements from different angles with clear and logical thinking.
• Evaluate operational benefits of automation and convey benefits and gains to business stakeholders.
• Assist in proof-of-concepts to help the business recognize the feasibility of new processes and reporting.

Ensure Data Integrity. 10% of total job

• Responsible for the implementation of software updates and report production.
• Responsible for the format and appearance of various operational reports including overseeing the production of reports from report writer software.
• Responsible for the continued data validation for information stored in Coupa and other data sources.
• Manage the Coupa reporting process and inbound/outbound interface files into Coupa.

Business & Technical Documentation. 5% of total job

• Create workflow process diagrams within Visio, document project requirements, and produce other functional documentation.
• Collaborate with various departmental personnel to produce initial drafts, revising documentation per departmental and subject matter expert feedback.
• Assist in the creation of Training Manuals and Guidelines for new software functionality implementations.

Training. 5% of total job

• Drive adoption and usage of Coupa through end user trainings, ongoing engagement with multiple contacts within an organization, effective communication, and relationship building.
• Instruct classes on Coupa or industry best practices for internal users.
• Maintain professional and technical knowledge by attending ongoing training workshops, reviewing professional publications, reviewing industry best practices/procedures and reviewing modern technologies to determine fit within the organization.

Research and Development. 5% of total job

• Research tools, methods, and processes in support of stakeholder processes, data, and reporting environment.
• Make recommendations to Management for automation of manual tasks and streamlining of processes.
• Stay current on procurement trends and products that provide future value to the company.
• Conceptualize needs of complex business processes with little guidance.
• Schedule time in the most efficient and effective manner and perform special projects as requested by Controller, Assistant Controller of Corp Accounting, and procurement teams.

Position in Organization

Reports to: Financial Systems Manager

Directly supervises: N/A

Indirectly supervises: N/A

Relationships:

Inside the Company:

• Corporate Accounting Personnel - CFO, Controller, Directors and Managers
• Information Services Personnel - VP and senior management, Technicians, Analysts, Programmer
• Operations Personnel - VPs, Managers and Supervisors, Supervisory level trainers and project leaders, Store Managers and store personnel
• Other Corporate Departments including Subsidiaries - Executive and Management personnel

Outside the Company:

• 3rd Party software vendor - Technical experts, designers, Program Managers and SW Engineers, Consultants

Position Specifications

The required specifications (education, experience, and skills) are those that the employee must have to hold the position.  Applicants applying for this position must possess the required specifications in order to be considered for the job. The desired specifications are those that are not required for the employee to hold the position, but the employee should try to obtain the desired education, experience, and/or skills to be effective and successful in the position.

Required education: B S degree with major in Accounting, Math, MIS, Finance or Business OR equivalent QuikTrip experience.

Desired education: Bachelor of Science degree with major in Accounting, Math, MIS, Finance or Business

Required experience: Five years’ system administration/support experience with ERP or Procurement systems.

Desired experience: Five years’ experience in system administration/support with a Procurement system.

Required Skills: Ability to translate business needs into technical solutions. The ability to accomplish tasks in a team environment. Strong organizational and writing skills. Strong attention to detail. Ability to work with little direction. Ability to manage multiple projects simultaneously. Ability to meet deadlines and make decisions under pressure. Highly self-motivated. Highly analytical and hands on. Proven ability to identify and solve problems with minimal guidance. Knowledge of ERP system data files. Excellent communication and interpersonal skills. Strong excel skills.

Additional criteria

*Total commitment to satisfying the customer through excellent customer service and support.

* Must be able to work with a variety of management levels and, at the same time, maintain checks/balances and proper accounting procedures.

* Must be able to recognize system and process deficiencies and implement changes to correct.

* Must be self-motivated and require minimal direct supervision.

* Must be able to plan, coordinate, schedule, evaluate, and monitor the workflow of accounting staff.

* Must be able to produce through others.

* Must be flexible and able to accept and manage change.

* Must be organized and able to complete multiple tasks simultaneously.

* Must be able to meet rigid deadlines including the budget/forecasting process.

* Must be able to work with others as a team.

* Ability to maintain pleasant working relations with all levels of personnel.

* Must be detail oriented.

* Must have the ability to drive results.

* This position requires the employee to be available by phone and or email and have accessibility to calendar, contacts, and data while out of the office.

Starting Salary Range: $88,000 – $110,000 

Benefits:  Employee Benefits – QuikTrip

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