We are an AI company operating at the cutting edge of the industry, growing quickly in a fast-moving environment. As we scale and prepare for a future IPO, we are building our Procurement function from the ground up. This is our first Procurement Analyst role in the company, so you will help define how we buy, not just execute it. Your passion for Procurement will help build and run our source-to-pay processes with strong internal controls, clear segregation of duties between procurement and payment, and audit-ready documentation. This is a global role: you will support stakeholders and suppliers across regions and work closely with the rest of the Procure to Pay (P2P) and Finance teams.
Key Responsibilities
Procurement operations
• Manage the end-to-end purchasing operations across all spend categories (software, cloud, professional services, hardware, facilities, and more), from requisition intake and PO issuance in Zip / Coupa.
• Review purchase requests for completeness, budget and policy compliance before approval.
• Issue and track purchase orders, and follow up with suppliers on delivery, pricing, and service levels.
• Support RFQ/RFP processes: gather requirements, solicit/compare bids, and document selection rationale. Support negotiations and renewals in partnership with Legal and business owners.
• Support requesters across time zones and regions, handling multi-currency and cross-border purchasing needs.
Controls and audit readiness
• Help design and implement procurement policies, approval matrices (delegation of authority), and procedures aligned with IPO and audit requirements.
• Enforce segregation of duties between procurement (requisition, sourcing, PO creation, vendor selection) and payment (invoice processing, payment execution), in coordination with Accounts Payable and Finance.
• Maintain complete, organized documentation for every purchase (quotes, approvals, contracts, POs) so it is available for internal and external audits.
• Monitor and report on policy exceptions, such as off-contract spend, retroactive POs, and split purchases, and escalate as needed.
• Support internal and external audit requests and help remediate findings.
Vendor management
• Maintain accurate vendor master data and a centralized vendor and contract repository.
• Run supplier onboarding, including due diligence, documentation, tax compliance validation, and conflict-of-interest checks for domestic and international suppliers.
• Track supplier performance and support periodic vendor reviews using AI and other tools.
Analysis and reporting
• Use AI to analyze spend data across categories and regions to identify savings opportunities, consolidation potential, and compliance gaps.
• Build regular reports and KPIs, such as spend under management, PO compliance, cycle times, and savings.
• Support budget tracking with Finance and flag potential overruns.
Process improvement
• Contribute to the implementation and optimization of procurement tools and workflows, particularly Coupa and Zip.
• Document processes and create guidance and training for internal requesters.
• Propose and drive improvements that balance speed with control in a high-growth environment.
Requirements
Experience and knowledge
• 3+ years of experience in Procurement, Purchasing, or a related P2P function.
• Hands-on experience with Coupa and Zip or other modern procurement and AP tools.
• Familiarity with corporate procurement policies, guidelines, and internal controls.
• Understanding of P2P cycle and basic concepts of segregation of duties and approval workflows.
• Professional fluency in English (written and spoken), as you will primarily support global teams and suppliers.
Core competencies (non-negotiable)
• Interpersonal skills: builds trusted relationships with stakeholders at all levels and can say “no” or “not like this” constructively. Strong negotiation and influencing skills.
• Communication skills: communicate clearly, in English writing and verbally, with business teams, suppliers, and senior leaders, and can explain the “why” behind controls.
• Ownership and a bias for action in an ambiguous, fast-changing environment.
• Strong attention to detail and a commitment to compliance and integrity.
• Self-management and strong written communication in a remote, cross-time-zone setting.
Nice to have
• Experience in a high-growth, technology, or SaaS/AI company.
• Exposure to SOX, IPO readiness, or audit-ready environments.
• Familiarity with international supplier onboarding and tax documentation (e.g., W-8/W-9, VAT), and knowledge of EU, Mexican (CFDI, SAT compliance) as well as other government’s requirements.
• Bachelor’s degree in Business, Supply Chain, Finance, Industrial Engineering, or a related field.
What Success Looks Like (first 6 to 12 months)
• Procurement policy and approval matrix adopted and followed by the business.
• Clear, enforced separation between procurement and payment activities.
• A centralized, audit-ready record for all purchases and vendors.
• Improved PO compliance and visibility into company spend.
• Positive feedback from business stakeholders on the speed and clarity of the purchasing process.
PLEASE NOTE: Our policy requires a 90-day waiting period before reconsidering candidates for the same role. This allows us to ensure a fair and thorough evaluation of all applicants.
About Us:
At Scale, our mission is to develop reliable AI systems for the world's most important decisions. Our products provide the high-quality data and full-stack technologies that power the world's leading models, and help enterprises and governments build, deploy, and oversee AI applications that deliver real impact. We work closely with industry leaders like Meta, Ernst & Young, Mayo Clinic, Time Inc., the Government of Qatar, and U.S. government agencies including the Army and Air Force. We are expanding our team to accelerate the development of AI applicati