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(USA ONLY) CONTRACTS, PROCUREMENT & BUDGETING PROGRAM MANAGER - Grizzly Flats California
Company: Milestone Technologies
Location: Grizzly Flats, California
Posted On: 11/10/2024
Company Overview
Milestone Technologies is a global IT managed services firm that partners with organizations to scale their technology, infrastructure and services to drive specific business outcomes such as digital transformation, innovation, and operational agility. Milestone is focused on building an employee-first, performance-based culture and for over 25 years, we have a demonstrated history of supporting category-defining enterprise clients that are growing ahead of the market. The company specializes in providing solutions across Application Services and Consulting, Digital Product Engineering, Digital Workplace Services, Private Cloud Services, AI/Automation, and ServiceNow. Milestone culture is built to provide a collaborative, inclusive environment that supports employees and empowers them to reach their full potential.
Our seasoned professionals deliver services based on Milestone's best practices and service delivery framework. By leveraging our vast knowledge base to execute initiatives, we deliver both short-term and long-term value to our clients and apply continuous service improvement to deliver transformational benefits to IT. With Intelligent Automation, Milestone helps businesses further accelerate their IT transformation. The result is a sharper focus on business objectives and a dramatic improvement in employee productivity. Through our key technology partnerships and our people-first approach, Milestone continues to deliver industry-leading innovation to our clients. With more than 3,000 employees serving over 200 companies worldwide, we are following our mission of revolutionizing the way IT is deployed. Job Overview
This position is forUnited Statesresidents only. You must be able to work Monday-Friday 8am-5pmPacific Time. We are looking for a Program Manager with experience in Procurement and Contracts. This role will require an understanding of budgeting mechanics, including P&L calculations, accounting entries analysis and error resolution through collaboration with business stakeholders, procurement and finance teams, accounting, and in some instances, Financial Technology team. An additional requirement is a detailed understanding of procure-to-pay purchasing life cycle that directly ties and impacts budgeting methodology. This person will be responsible for all budget versus actuals analysis and associated procurement activities for several Platform Engineering (Infrastructure, IT and Security Engineering) teams' External Spend and Cost to Serve budgets, including keeping all trackers and systems up to date and accurate with actual spend to date. This role will be stakeholder and partner-facing, working with engineering managers, directors and VPs, as well as partner teams including Strategic Finance (who will be a consumer of the data outputs from this role), Accounting, Strategic Sourcing, Financial Operations, and others. Additionally, this role will require quick turnaround, accurate ad hoc reporting and analysis for various project analyses and strategic efforts. Additionally they will support a buildout of an optimized program with a structured partnership aligned to Sourcing-managed contract renewals per category of spend, as well as to manage and influence new stakeholders into a standardized and appropriate approach around contract renewals, proactive budgeting and supplier management. Job Responsibilities:
Responsible for budget tracking and reporting for Platform Engineering External Spend and Cost to Serve spend at project and budget line item level. The selected individual will be fully cross-trained in all activities performed by the team, become a subject matter expert of the end-to-end procure-to-pay process at Uber, and be capable of appropriately directing, prioritizing the execution of work, resolving escalations, as well as hands-on performing the job responsibilities listed below as related to budgeting, forecasting and associated purchasing/procurement activities end-to-end. Contracts Maintaining a contract database with all associated metadata Tracking contract renewals and proactively engaging with the business to validate whether renewal will take place & reconciling with the forecasting team and the Sourcing team Liaising between the business, Sourcing, and legal teams to facilitate the contract renewal process Processing intake for new contracts into the system workflow and facilitating the contract as it flows through Legal review and Sourcing negotiation. Helping optimize and document the contracts management program from all angles Creating and maintaining wiki reference guides on the contracts process for the wider organization Serving as the SME and the go to person for the contracts process logistics with all partner teams - Sourcing, Legal, business stakeholders, procurement and forecasting teams. Budget/Forecast/Actuals Management - manage updates to two several hundred million dollar Platform Engineering budgets at project level, by: Staying aligned with budget owners to re-forecast future periods and review actual spend trends after parsing General Ledger on a monthly basis (and mapping transactions, amortization and accrual entries to budget line items through semi-automated and manual mapping methods). Aligning with strategic finance and providing variance reasons as well as bottoms up forecast submission for subsequent months (Cash & P&L views)
Budget Management: Annual planning - enable and support the business in annual planning of two several hundred million dollar budgets: Provide detailed baseline current year spend data for the business to use as reference when compiling future year commitments; Lead the planning reviews across time zones to ensure accurate inputs from the business Facilitate reviews with department owners - if over target, help ensure that adequate information is provided toward a prioritization decision Clean up and compile bottoms up plan for strategic finance budget baseline submission when all inputs are complete
Quality Control /Purchase Request Approvals: validate accounting coding, correct project selection & available budget against forecast during Coupa approval cycle for each purchase. PR/PO creation, coding, maintenance, policy attributes and compliance: Review Purchase requests (PR) and Purchase Orders (PO) for policy, coding and compliance; Create Purchase Requests (PRs) as requested by stakeholders, and in accordance with standards of procedure. Ensure timely approvals & PO issuance; Ensure POs have sufficient funds as invoicing takes place and escalate to appropriate stakeholders as needed. Facilitate Goods Receipt through Advanced Shipment Notification and Lease Exhibit processing. Validate received Invoices against the contractual amount
Procurement Helpdesk: Resolve internal and external inquiries regarding purchases, supplier onboarding, supplier invoicing issues, and payment escalations. Execute a proactive review of invoice submissions for accuracy against purchase orders and contracts, and facilitate the On-Time-Payment rate to suppliers staying above 95% monthly. Timely resolution of invoice holds and supplier payment issues; triaging as required with stakeholders Work closely with internal Uber and supplier teams to facilitate resolution of pending issues Provide transactional and internal review support on the PR/PO process as requested by stakeholders Act as a subject matter expert on the end-to-end process and liaison between Uber business stakeholders, Sourcing, Finance Operations, Accounting teams, and suppliers.
Reporting: Prepare reports and provide basic analysis of the data, including On-Time-Payment rate to Suppliers, After-the-Fact Purchase Orders, PO balances vs actual invoiced amounts, contracted vs invoiced amounts, and other reports as requested by Uber stakeholders. Provide timely ad hoc and recurring reports as per specifications. Create / maintain visualizations and digestible and accurate reports for financial management and spend analysis by category and business team.
Data Integrity validation: Validate information consistency and evaluate discrepancies across various Uber systems such as Coupa, Oracle, ServiceNow, and others as directed or per established procedure.
Governance and Cadence: Assist in the creation/automation of weekly, monthly and periodic dashboards on team performance on SLA/KPIs and metrics
Drive process improvements and standardize the financial reporting within Platform Engineering in collaboration with Strategic Finance teams
Provide additional ad hoc requested services as needed and as available time allows for.
Requirements:
- [Must] Have a solid understanding of Procure to Pay downstream operations.
- [Must] Business English fluency
- [Must] Operational mindset with a focus on execution
- [Must] Ability to diagnose and resolve issues with systems and processes by working with necessary stakeholders
- Diligent problem-solving skills and takes accountability for decisions and actions
- Ability to prioritize and execute tasks in a fast-paced environment, make sound decisions, and possess a keen attention to detail
- Experienced working in a high-paced operations environment with rigorous SOX compliance procedures, as well as less defined areas of responsibility that require optimization.
- Have a solid understanding of a customer service environment and how to approach a highly variable level of stakeholders - from an intern to a Senior Director level.
- Excellent verbal and written communication skills
- Expert in Google Sheets and/or Excel advanced formulas - IF statements, vlookup, PivotTables, Charts, ImportRanges, queries, arrays, macros, etc.
- Highly proficient with process documentation and interested in process design and optimization.
- Must be self-motivated, able to work independently and as a team member
- Proficient with Google DocsSheets, Google Slides, Gmail
- Proficient withPowerpoint
- Prior experience working in the contracting space or program management.
- PST Hours shift required
- [Preferred] knowledge of DocuSign CLM, Jira, and Confluence
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