Purchase Order & Document Coordinator

At BAE Systems Australia
 Do interesting work that MATTERS
 ENJOY what you do
 GROW your career
 Be YOU

We work in a thriving sector - one that puts us at the forefront of exciting and meaningful work. Every day we push boundaries to produce some of the world's most innovative and ground breaking technology. Individually we all contribute to our success. Collectively we make the impossible possible.
Recognised for delivering projects of global and national significance that help keep Australia safe, it is our shared passion that shapes our culture, and our people that make it a great place to work.

About the OPPORTUNITY
We currently have a new opportunity as a Purchase Order & Document Coordinator within our Maritime Australia business unit based in Melbourne, Victoria. We embrace flexible work arrangements at BAE Systems Australia, such as working a 9-day fortnight and hybrid working.
Reporting to the Subcontract Managers, you will provide support in the form of Purchase Order management and co-ordination of the receipt, payment, review and approval process for Subcontractor deliverables.
Key responsibilities include:

• Support the procurement engagement activities including, but not limited to, expression of interest, request for information, request for quotation, request for proposal, request for tender, supplier negotiation and contract development and execution
• Create Purchase Orders on behalf of Subcontract Managers, which accurately reflect the structure of the Price and timing of payment milestones within the Subcontract, in line with governance policy
• Raise Purchase Orders with no dollar value to monitor and manage the receipt of document deliverables by the Subcontractor
• Manage PO approvals through the PO DoA approver
• Work collaboratively with the Subcontract Managers to ensure that the register of document reviewers and approvers is kept up to date
• Receipt Purchase Order lines on behalf of the Subcontracts Manager as key contract milestones are achieved
• Ensure prompt payment of invoices in line with Contract Terms
• Become an expert in the Subcontractor Document Management Application which enables efficient and effective management of the subcontractor deliverables
• Provide at elbow user support to Subcontractors, Subcontract Managers and other stakeholders as necessary
• Provide training and support to Subcontractors in the use of the Subcontract Document Management Application, as required
• Produce system reports on the status of subcontractor deliverables as required
• Identify and pursue opportunities for improvement in activities defined above
• This position is accountable for working with relevant internal and external stakeholders, in a professional way, to ensure the efficient and effective management of receiving and approving supplier deliverables and purchase orders, ensuring timely subcontractor payment in accordance with contracts.

About YOU

• Understanding of contracting principals and experience in administering purchase orders
• Demonstrated experience in a Customer Service orientated role
• High levels of digital literacy and exceptional communication skills
• Experience in the Defence Industry or similar (desirable)
• Ability to effectively engage with stakeholders, including confidence in asking for clarifications on tasks
• Ability to interact effectively with colleagues within and outside his/her immediate team, to implement business requirements
• Well-developed self-management skills and demonstrated ability to work under their own initiative to deliver outputs to time
• High ethical standards and appreciation of the need for appropriate governance within operations
• Must be eligible to apply for Australian Defence Security Clearance

We believe in hiring for potential, we know that some candidates hesitate if they don't tick all the boxes. If this role interests you, but you don't meet all the criteria, we still encourage you to apply.

About US
You will be joining a workplace that truly cares about your wellbeing.
Our people are diverse and we value the variety of perspectives this brings, we know that a culture that is inclusive and fosters a sense of belonging is a place we can all make the most of our unique talents and be our best.
As Australia's largest defence company in a rapidly growing sector, you will be connected into a global team and encouraged to explore where your career might take you whether that is a traditional career path or squiggly one, there are infinite possibilities for you at BAE Systems Australia.
We welcome applicants from all people regardless of sex, gender identity, race, ethnicity, disability, pregnancy, age, or other lived experience; and strongly encourage applications from Aboriginal and Torres Strait Islander people for all positions.
We are proud to be recognised as an employer of choice for women by WORK180.
As a member of the Circle Back Initiative we commit to respond to every applicant
To learn more about our competitive employee benefits, flexibility, other employment opportunities and what to expect from our recruitment process please visit: www.baesystemscareers.com.au

Clearances
As a Defence security clearance is required for this role, applicants must be Australian citizens and either possess or be eligible to obtain and maintain appropriate clearances.
Further information regarding security clearances.