Deal desk specialist

As a deal desk specialist, you will play a crucial role in the procurement process by managing and streamlining the creation, review, and approval of contracts. You are also able to manage Purchase requisitions in the Procurement tool powered by Coupa.

Your responsibilities will include:

1. Contract creation:
• collaborate with teams (especially dedicated ones) to gather necessary information for contract drafting.
• draft and customize contracts based on standard templates in the procurement tool (Coupa) and specific deal requirements.
• ensure that basic contract terms comply with company policies and legal guidelines.
2. Contract review:
• conduct some high-level reviews of contracts to ensure accuracy and completeness.
• identify and address any discrepancies or issues in the contract terms.
• Legal will oversee the thorough review of contracts but work with legal, requesters and compliance teams to resolve any contract-related concerns.
3. Internal approval process (IAP):
• trigger the internal approval process by submitting contracts for review to relevant stakeholders.
• track the progress of contract approvals and follow up with approvers as needed.
• ensure timely completion of the approval process to meet deal deadlines.
4. DocuSign management:
• once contracts are approved, prepare them for electronic signature using DocuSign or any other signature (such as manual, wet signatures) based on written instructions.
• send contracts to suppliers and authorized internal signatories at HERE for signature.
• monitor the signing process and ensure all parties complete their signatures promptly.
5. Documentation and reporting:
• maintain accurate records of all contracts and approval processes by cleaning up some data in the Procurement tool when needed.
• generate reports on contract status, approval timelines, and any issues encountered.
• provide regular updates to requesters and management teams on contract progress.

6. Purchase requisitions and new supplier onboarding:

• When required, manage purchase requisitions and new supplier onboarding requests in Coupa. Provide assistance to Coupa users.
• Manage supplier setup process by validating and approving profile changes in Coupa.
• Using ServiceNow, manage help desk requests and follow all defined procedures from requisition to PO dispatch. Resolve tickets within SLA (Service-Level Agreements) with a customer-oriented approach.

Directly support and interact with Procurement at all levels, legal, finance, AP (Accounts Payable) and internal customers globally. In addition, the person may support special projects as required.

Create seamless and pleasant procurement experience for customers by maintaining accurate Job Aids, identify and implement improvement/automation opportunities in Procure to Pay process.

POSITION REQUIREMENTS 

• Bachelor degree in Business Administration, Law or Finance.
• Minimum 5+ years in a purchasing, business operations and/or related experience to be proficient in role.

• Experience in contract management, Procurement operations, or a similar role.

• Proficiency with contract management software and docusign.
• Experience and proficiency in ERP/PeopleSoft. Experience with Coupa/Coupa certified would be appreciated.

• Strong attention to detail and excellent organizational skills.

• Ability to work with and maintain confidential material.
• Interpersonal skills necessary to effectively work with all levels of HERE employees.
• Demonstrated ability to quickly learn.
• Ability to operate in a fast paced, dynamic environment and have the ability to continually re-prioritize.
• Strong customer service orientation combined with the highest quality assurance standards.
• Proficient with MS Applications (Ms Outlook, Ms Excel, MS PowerPoint). Experience with ServiceNow as a Help Desk function would be helpful.
• Interest in continuous learning and staying abreast of industry trends and technology.

HERE is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, age, gender identity, sexual orientation, marital status, parental status, religion, sex, national origin, disability, veteran status, and other legally protected characteristics.

HERE Technologies is a location data and technology platform company. We empower our customers to achieve better outcomes – from helping a city manage its infrastructure or a business optimize its assets to guiding drivers to their destination safely.

At HERE we take it upon ourselves to be the change we wish to see. We create solutions that fuel innovation, provide opportunity and foster inclusion to improve people’s lives. If you are inspired by an open world and driven to create positive change, join us. Learn more about us on our YouTube Channel.