Source-to-Pay Strategic Support Associate

About the Role

The Source-to-Pay (S2P) Strategic Business Support team acts as a liaison between business project purchasing needs and transactional execution throughout the S2P lifecycle. This role is the entry point for a career in S2P support and involves carrying out defined support tasks for Specialty Care and Research/Development requesters in a regulated environment. The role operates under close supervision, with output reviewed before release.

• Decision Rights: None. Follows work instructions and refers non-routine matters upward before acting.
• Influence on Process Owners: None. Observations are reported through the supervisor.
• People Scope: None.
• Time Allocation: ~100% hands-on task execution and learning.

Key Responsibilities

Vendor Record / Document Support

• Respond to basic, well-defined S2P inquiries and refer more complex requests to a Specialist or supervisor.
• Perform vendor data entry and record maintenance using various tools (SharePoint, Coupa, etc.) per established work instructions.
• File, retrieve, and version-control contract documents in the repository maintained on behalf of Legal and Procurement.
• Apply S2P documentation checklists for review, following up on missing items from requesters (e.g., ensure WBS in billing section).
• Process vendor-related OneSupport tickets related to onboarding, deactivation/offboarding, and/or record updates once approved by the process owner.
• Collaborate with the assigned Buyer to apply the appropriate HACAT / commodity codes, escalating to management if alignment cannot be reached.

Requisition / Order Support

• Log and route incoming S2P requests to the correct channel or queue per the published intake guide.
• Track requisition-to-order conversion and maintain supporting documentation.
• Monitor assigned purchase order queues and flag discrepancies or delays for review.
• Assist with helping end-users complete payment goods receipts and/or disputes, submitting OneSupport tickets when necessary.

Invoice Processing Support

• Resolve assigned invoice issues and flag discrepancies, missing documentation, and exceptions for review.
• Resolve assigned aging invoices in the assigned queue against the aging report and escalate invoices that cannot be resolved to the manager.
• Check basic three-way match validation (order, receipt, invoice) to determine root cause and recommended solution.
• Maintain organized invoice resolution records and supporting documentation.
• Recognize and escalate potential red flags (e.g., duplicate invoices, unusual vendor changes, suspicious banking updates) to the supervisor immediately.

System Transaction / Records Support

• Execute routine transactions in Coupa (requisition, order, and invoice), check SHIFT (vendor master, goods receipt posting) to assist with process tasks.
• Include appropriate documentation in Coupa to support the purchase.
• Support catalog item maintenance and punchout catalog testing, if requested.
• Participate in S2P agentic initiatives (e.g., Racetrack).

Reporting / Data Collection Support

• Prepare and maintain basic reports, trackers, and logs as directed.
• Collect and compile data for team service metrics and key performance indicators.
• Ensure documentation is accurate, complete, and version-controlled.

Learning, Escalation / Team Support

• Follow established work instructions consistently and without deviation.
• Escalate complex, sensitive, ambiguous, or non-routine issues promptly and with clear documentation.
• Complete assigned training milestones on source-to-pay processes, systems, and compliance requirements.
• Provide day-to-day administrative and operational support to the wider team.

Boundaries Of The Role

• Does not own or change any S2P business process, policy, or work instruction; executes them as written.
• Does not resolve non-routine vendor or invoice issues independently, and does not interpret policy.
• Does not approve transactions, exceptions, master data changes, or bank detail changes.
• Does not perform data entry in SHIFT; uses SHIFT for issue resolution, research, and assessment only.

Requirements & Tech Stack

• Working proficiency in Microsoft Office Suite (Excel, Word, Outlook).
• Ability to log, track, and route requests accurately in a ticketing system (OneSupport or equivalent).
• Familiarity with enterprise systems (Coupa / eBuy or SHIFT) is preferred.
• Familiarity with a ticketing or service management tool is preferred.

Qualifications

• Education: Bachelor's degree in business, Finance, Life Sciences, or a related field, or equivalent practical experience.
• Work Experience: Minimum 6 months to 1 year of full-time professional experience/exposure to procurement, finance operations, or vendor management preferred but not required. Exposure to a GxP-regulated or quality-controlled environment preferred.
• Technical & Soft Skills:
• Well-developed attention to detail and demonstrated commitment to accuracy.
• Ability to follow work instructions consistently, and to ask clarifying questions when uncertain.
• Basic understanding of the purchase-to-pay cycle (requisition, order, goods receipt, invoice, payment).
• Ability to distinguish between goods and services procurement.
• Sound data entry, filing, and organizational skills.
• Clear written and verbal communication.
• Ability to work collaboratively within a team.
• Willingness to learn quickly, accept feedback, and adapt to new processes and systems.
• Sound judgment about when to refer a question rather than proceed.
• Language Requirements: English (fluent, written and spoken).
• Preferred:
• Basic understanding of project cost coding (WBS) and its importance in aligning purchasing to project budgets.
• Basic knowledge of purchase-to-pay processes and terminology.
• Exposure to contract basics (terms, expiration dates, amendments).
• Familiarity with spend categories and commodity classification.
• Awareness of payment terms and their impact on vendor relationships.