Business Operations Co-Ordinator Job at Microsoft Corporation (Sydney)

Job Description

The Business Operations Co-Ordinator provides critical support to the Business Operations team, ensuring smooth execution of procurement activities, financial governance, contracts administration, and operational reporting. This role is ideal for someone highly organised, detail‑driven, and confident working with multiple stakeholders across procurement, finance, legal, and vendor management. The successful candidate will manage purchase orders, review quotes and contracts, maintain governance standards, and support key reporting and quality assurance processes.

Job Responsibility

Create, process, and manage Purchase Orders (POs) in alignment with procurement policies
Track PO lifecycle through to completion, ensuring timely approvals and processing
Liaise with suppliers and internal teams to resolve PO issues or delays
Co-ordinate routing of contracts, SOWs, and amendments for internal review and approval across Legal, Procurement, Finance, and Business stakeholders
Ensure all documents follow correct governance workflows and meet compliance requirements
Maintain version control and audit readiness for all contract-related materials
Review supplier quotes and contracts to extract key details (scope, pricing, terms, renewal dates, deliverables)
Validate alignment between quotes, contract terms, and PO requirements
Identify inconsistencies or risks and escalate to appropriate teams for clarification
Compiling, formatting, and presenting operational and financial reports
Create dashboards, trackers, and performance metrics for suppliers and internal operations
Review, validate, and reconcile supplier invoices against POs, quotes, contracts, and delivery status
Flag inaccuracies and co-ordinate issue resolution with vendors, Finance, and Business stakeholders
Maintain structured logs and records for PO status, contract approvals, invoice audits, and reporting cycles
Ensure all documentation meets audit requirements and is consistently up‑to‑date
Work closely with Business Operation Managers, Finance, Legal, Procurement, and external suppliers
Facilitate smooth communication and follow-ups across teams to ensure timely approvals and accurate documentation
Use Excel for data analysis (pivot tables, formulas, VLOOKUP/XLOOKUP, charts)
Use Word for drafting SOPs, summaries, workflows, and formal communications
Use PO, invoice processing, and document routing systems (e.g., SAP, Coupa, Ariba, or similar)

Requirements

High School Diploma, GED, TAFE or equivalent with at least 2 yrs industry work experience
Strong proficiency in Microsoft Excel (pivot tables, formulas, charts) and Word (templates, formatting)
Indepth knowledge and experience with PO systems and processing, invoice processing tools, and procurement platforms
High attention to detail and strong organisational abilities
Indepth understanding and ability to extract, interpret, and verify details from quotes, contracts, and invoices
Strong stakeholder management and communication skills
Ability to work both independently and collaboratively across multidisciplinary teams
Ability to meet Microsoft, customer and/or government security screening requirements
Microsoft Cloud Background Check: This position will be required to pass the Microsoft Cloud background check upon hire/transfer and every two years thereafter
Citizenship Verification: This position requires verification of Australian Citizenship to meet federal government security requirements, including verification of an Australian Passport
NV1/2, PV Clearance Assessment: This position may require an enhanced background check conducted through the Australian Government Security Vetting Agency

Nice to have

Prior indepth experience in business operations, purchase order processing, procurement, vendor management, finance administration, and contracts administration
Familiarity with contract governance workflows or approval routing systems
Experience working with Legal, Finance, and Procurement functions

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Business Operations Co-Ordinator

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