Procurement Coordinator

A WORD ABOUT USWe come from many different places, but what unites us is our passion. At Moment Factory, each new project is a blank page awaiting the creativity and talent of our whole team, no matter the individual responsibilities, roles, or fields. Our desire to innovate, to take risks, and to learn from our mistakes and from each other is what allows us to create collective projects that go above and beyond. Today, thanks to a team of 420 creative minds, we have been able to create immersive multimedia environments for artists, museums, airports, brands, theme parks and events, as well as our signature shows. No matter the canvas – be it film, lighting, multimedia architecture, sound design, special effects, or interactive projects – the thirst for experimentation and innovation is at the core of our DNA. YOUR MISSIONReporting to the Director - Global Procurement and Partnerships and under the supervision of the Senior Buyer - Team Lead, you will play a key role in supporting the organization and ensuring the smooth operation of the procurement team's activities. You will be responsible for the efficient management of information and information flows, organizing and carrying out certain administrative tasks, and coordinating, in collaboration with the Director and the Team Lead, activities related to team cohesion.YOUR TEAMAs a member of our procurement team, you will work behind the scenes on various projects to ensure each one is highlighted. Involved at different stages of a project's lifecycle, you will provide support and guidance to the buyers to ensure the success of our productions.

ROLES AND RESPONSIBILITIES

• Organization and Information Management :
• Archive necessary information for the proper functioning of the department according to the established hierarchy ;
• Ensure the management and tracking of internal documents (reports, agendas, presentations, etc.), ensuring their proper distribution and filing ;
• Set up tracking tools to guarantee that information is available, accessible, and up-to-date for all team members ;
• Participate in the preparation and analysis of information required for decision-making and meetings.
• Administrative Tasks :
• Support buyers in placing orders with suppliers based on the needs identified by the project teams ;
• Ensure proper administrative management of orders by participating in the entire S2P (Sourcing to Payment) process for operational direct purchase categories (creating purchase orders, tracking invoices, verifying payments) ;
• Monitor the progress of orders to ensure delivery timelines are respected ;
• Update information related to suppliers, orders, and stock using our internal tools (information management) ;
• Reconcile various department credit cards ;
• Support accounting in reconciling certain key account statements ;
• Assist buyers with any disputes or discrepancies concerning deliveries (defective products, delays, incorrect quantities) ;
• Follow up on returns or claims with suppliers if necessary.
• Meeting and Activities Coordination :
• Organize and schedule regular meetings, ensuring all participants receive relevant information in a timely manner ;
• Handle logistics for meetings (room reservations, organizing video conferences, preparing necessary materials) ;
• Follow up on actions to be taken after each meeting, ensuring deadlines and responsibilities are respected ;
• Support the Director - Global Procurement and Partnerships in managing daily operations and handling administrative tasks.
• Continuous Improvement and Analysis :
• Collect and organize procurement-related data, including cost analysis reports, benchmark expenditures, tender data, and return on investment.

YOUR QUALITIES

SOME PERKS THAT COME WITH WORKING AT MF

If you think this position is for you, we invite you to apply now. Unfortunately, we will not be able to follow up with each candidate, so we will only contact the selected individuals. Thank you for considering a career at Moment Factory. We are looking forward to meeting you!