Procurement and Facilities Administrative Coordinator

MPS, a division of Macmillan Publishers, a leading US publisher of Trade and Academic titles, has a job opening for a Procurement & Facilities Administrative Coordinator in our Gordonsville facility. MPS provides back office support, warehousing, and, fulfillment for Macmillan US, and is their primary distribution facility for North America.

Position Summary
The Procurement and Facilities Administrative Coordinator supports purchase order and invoice processing, asset tracking, destruction and recycling services, sustainability reporting, and procurement expediting. This position maintains accurate financial and operational records and coordinates with vendors, internal departments, and service providers to ensure timely completion of assigned activities.

The role requires exceptional attention to detail, accuracy, organization, follow-through, and confidentiality. Responsibilities include office-based administrative work and periodic hands-on asset verification in warehouse and facilities environments.

Essential Duties and Responsibilities:
Purchase Orders, Invoices, and Approval Processing
• Receive, organize, and review electronic and paper purchase orders.
• Review packing lists submitted by end users and obtain accurate receipt dates, required signatures, and missing supporting information.
• Thoroughly review invoices received through XFlow to verify agreement with the applicable purchase order and receiving documentation. Investigate and resolve discrepancies before processing.
• Code invoices using the account codes specified on purchase orders, including specialized and more complex coding associated with capital projects.
• Upload purchase orders, signed packing lists, and other required records as supporting invoice documentation.
• When required, route invoices and supporting documentation through DocuSign to the appropriate departments for functional approval.
• Following any required functional approval, route invoices and documentation through SAP/XFlow to the appropriate authorized approvers for final financial approval before submitting invoices for payment.
• Monitor approval progress and follow up on outstanding items to support timely processing.
• Code annual and multiyear invoices using the prepaid expense format in XFlow.
• Identify and promptly correct coding or data-entry errors. Provide the Finance Manager with the necessary information and supporting documentation and complete correcting journal adjustments in accordance with established approval procedures.
• Maintain complete, accurate, and organized invoice and approval records.
• Maintain effective working relationships with vendors’ Accounts Receivable departments to ensure invoices are submitted correctly and processed promptly through the automated invoice system.
• Communicate required corrections to vendors and follow up until invoice submission or processing issues are resolved.
Utility Tracking and Sustainability Reporting
• Monitor and track utility invoices, including electricity, water, trash, and other applicable services, for corporate sustainability reporting.
• Maintain complete and accurate supporting records and compile information for annual reporting.
• Identify missing invoices, inconsistent information, or other discrepancies and coordinate their resolution.
Asset Tracking and Monitoring
• Locate, identify, photograph, and document assets throughout warehouse and facilities areas, including newly received equipment.
• Enter model numbers, serial numbers, and other identifying information into the asset tracking software.
• Verify asset information and maintain accurate records, including equipment status changes, scrap activity, and archived records for retired or disposed equipment.
• Generate routine and requested asset reports for various departments.
• Perform physical asset verification that may require lifting, bending, reaching, and accessing conveyors, motors, stationary packaging equipment, and rolling equipment.
• Follow established safety procedures when accessing equipment and working in warehouse or facilities areas.
Destruction and Recycling Coordination
• Schedule and coordinate destruction and recycling activities for both facilities.
• Prepare and maintain required paperwork, including Bills of Lading (BOLs), shipment documentation, pickup records, and load logs.
• Coordinate incineration-to-energy shipments among transportation providers, MPS locations, and the incineration facility in Lorton, Virginia.
• Arrange transportation and coordinate on-site pickups for non-incineration, non-paper recyclable materials sent to Paper Tigers/Metropolitan Fiber for recycling into gypsum board used in building products.
• Maintain complete logs for all destruction and recycling activities, including paper and old corrugated containers (OCC) handled by Waste Management.
• Record all loads by material type and reconcile and apply payments to the corresponding paper or OCC return.
• Ensure records are accurate, complete, and available for operational tracking and reporting.
Procurement Expediting Support
• Assist the Procurement Coordinator and Procurement Manager with expediting backordered products, missing shipments, delayed deliveries, and other order fulfillment issues.
• Contact suppliers and transportation providers to obtain updates and help resolve delivery problems.
• Document follow-up activities and communicate order status, expected delivery dates, and unresolved issues to the appropriate personnel.
Qualifications and Core Competencies
• Experience in administrative support, invoice processing, procurement coordination, asset tracking, or a related function.
• Ability to review and reconcile purchase orders, invoices, receiving documentation, account codes, and approval records.
• Familiarity with capital project coding, prepaid expense processing, and journal adjustments, or the ability to learn these processes.
• Proficiency in spreadsheets, electronic records management, and accurate data entry; experience with SAP, XFlow, DocuSign, and asset tracking software is preferred.
• Exceptional attention to detail and a consistent commitment to accuracy.
• Strong organizational skills and the ability to manage multiple responsibilities, track outstanding items, and meet deadlines.
• Effective communication and follow-through with vendors, internal departments, and service providers.
• Ability to work independently, resolve routine discrepancies, and escalate issues appropriately.
• Discretion, accountability, and sound professional judgment.

Physical Requirements and Work Environment
Work is performed in office, warehouse, and facilities settings. Periodic responsibilities require lifting or moving items weighing up to 50 pounds, bending, reaching, and climbing onto or moving about equipment to obtain asset information. Equipment may include conveyors, motors, stationary packaging equipment, and rolling equipment.

Equipment access must follow established safety procedures, including securing equipment against movement or operation as required. Warehouse and facilities assignments may involve dusty or dirty conditions. Physical duties may be performed with reasonable accommodation, as applicable.
Employees must maintain a neat appearance and wear clothing appropriate to their assigned duties. Suitable warehouse or facilities work attire is acceptable on days involving those assignments, along with required protective equipment.

Work Schedule and Location
This position requires on-site work Tuesday through Friday. The employee may work remotely on Mondays in accordance with company policy and operational needs.

Job Qualifications & Requirements
• Experience: Previous experience working with automated invoicing/ERP software (experience with SAP automated accounts payable systems is a major plus), and fixed asset management, Asset Panda is a plus.

• Attention to Detail: Proven track record of extreme accuracy in data entry, invoice matching, and numerical coding.

• Physical Capabilities: Ability to lift up to 50 lbs., climb safely onto rolling warehouse equipment, and spend extended periods standing or walking in a facility setting.

• Communication Skills: Strong verbal and written communication skills for managing vendor disputes, collaborating with internal departments, and answering phone lines.

Hourly Pay Rate: $23.05 to $26.52

MPS is proud to be an equal opportunity employer, consistently striving to foster a culture where everyone belongs. We welcome applicants of all backgrounds and identities. Qualified applicants are evaluated without regard to race, color, religion, age, ethnicity, national origin, sex, sexual orientation, gender identity or expression, disability status, physical ability, neurodiversity, genetic information, protected veteran status, family and economic status, and background or any other characteristic protected by federal, state, or local law. We prohibit discrimination of any kind and will provide reasonable accommodations to qualified individuals with disabilities in accordance with applicable law.