Job Title: Purchase SupportJob Purpose

The SSC Employee – Purchasing Support provides operational and administrative support to the Purchasing Department. The role focuses on supplier document management, price maintenance, data accuracy, and invoice verification. Through standardized processes and systematic data handling, this position helps improve procurement efficiency and reduces the operational workload of Commodity Buyers.

Key Roles and Responsibilities

Supplier Documentation Management

Request, collect, review, and archive supplier compliance documents, including but not limited to:
ISO certificates, Quality and Sustainability Declarations, Supplier Questionnaires, Supplier Code of Conduct, Material Chemical Minerals Declaration, Sustainable Wood Declaration, CBAM, EUDR, M2030, and similar documents.
Maintain supplier documentation records in SharePoint and supplier databases in cooperation with the responsible Commodity Buyer.

Price Updates and Maintenance (SWING)

Receive approved price lists from Commodity Buyers.
Maintain and update pricing data in the SWING system.
Archive price lists systematically for audit and reference purposes.

Invoice Verification

Match supplier invoices against approved price lists.
Identify pricing discrepancies and coordinate resolution with suppliers in cooperation with the responsible Commodity Buyer.
Support the clarification process and follow-up on corrective actions such as credit notes.

New Product Introduction (NPI) Support

Enter purchasing-related data into SWING following supplier nomination for new products.
Ensure procurement readiness for production and ordering.

Data Validation and Cleanup

Review and update payment terms and delivery conditions in procurement systems.
Cross-check system data against contracts and invoices to ensure consistency and accuracy.
Support database cleanup activities to avoid discrepancies in PCNs, purchase orders, and invoices.

Supplier Contact Data Management

Perform one-time entry of missing supplier contact information from SWING into Excel-based tracking files or central databases.

Tool Inventory Coordination

Conduct annual tool status inquiries with suppliers.
Update and maintain the tool and asset inventory list.

Support for Special Requests

Assist with ad hoc purchasing and sales-related inquiries.
Obtain quotations, perform follow-ups, and propose solutions in collaboration with the responsible Commodity Buyer.

Key Relationships

Internal Contacts

Procurement / Commodity Buyers
Operations
Finance
Sustainability

Nature of interaction:

Exchange of operational and structured information
Coordination on data, invoices, compliance, and supplier-related topics

External Contacts

Suppliers

Nature of interaction:

Requesting and clarifying documentation
Price and invoice clarification
Tool inventory and data validation

Business Expertise / Knowledge

The role requires a solid understanding of procurement operations and how purchasing supports broader business objectives. The SSC Employee must understand supplier compliance requirements, pricing mechanisms, and invoice validation processes. Familiarity with procurement systems, shared service environments, and cross-functional collaboration is essential to ensure data integrity, compliance, and operational efficiency.

Job Requirements and Qualifications

Education

Completed commercial or business-related vocational training
or
Bachelor’s degree in Business Administration, Supply Chain Management, or a related field

Professional Experience

Initial experience in purchasing, procurement operations, or a Shared Service Center environment is advantageous
Experience in supplier communication and document handling is preferred

Technical Skills

Proficiency in Microsoft Excel (filters, basic formulas, data handling)
Experience with ERP systems such as SWING or similar platforms (e.g., SAP, Oracle)
Experience with SharePoint or document management systems

Analytical & Organizational Skills

Strong attention to detail and accuracy
Ability to manage multiple tasks in a structured and process-driven environment
Strong organizational and prioritization skills

Communication & Collaboration

Clear and professional written and verbal communication skills
Ability to work collaboratively with internal stakeholders and external suppliers
Team-oriented mindset

Language Skills

Proficiency in English (written and spoken) is required