Position Overview
The Purchases Analyst – EMEA is responsible for managing the operational execution and follow-up of equipment purchases across Europe, the Middle East, and Africa.
This role will manage purchase orders from order placement through payment, enrollment, configuration, shipment, inventory reception, and final closure in the platform.
The analyst will work closely with suppliers, Finance, Inventory Management, Procurement, and internal Operations teams to ensure that every order is processed accurately, updated consistently, and completed within the established service-level agreements.
This is a highly operational position that requires strong organization, consistent follow-up, attention to detail, ownership, and the ability to manage multiple orders, countries, suppliers, currencies, and device requirements simultaneously.
The ideal candidate has experience managing purchase orders, supplier communications, invoices, IT equipment, and procurement or order-management platforms.
Manage purchase orders across assigned EMEA countries from order placement through final completion.
Validate that each purchase request includes the required customer, employee, product, shipping, enrollment, configuration, and billing information.
Place or coordinate purchase orders with approved suppliers.
Confirm supplier acceptance, product availability, pricing, estimated delivery dates, and supplier order references.
Follow up continuously on open orders to ensure they remain within the applicable SLA.
Identify delays, discrepancies, or operational risks and escalate them to the appropriate owner.
Ensure every order has an accurate status, blocker, next action, owner, and expected completion date.
Coordinate order cancellations, replacements, amendments, returns, or reorders when required.
Maintain complete documentation and closure evidence for every purchase.
Communicate directly with EMEA suppliers regarding order placement, stock availability, pricing, lead times, delivery, enrollment, configuration, invoicing, and payment status.
Follow up on supplier quotations and confirm quote validity before purchase.
Ensure suppliers provide timely order confirmations, tracking numbers, invoices, serial numbers, enrollment confirmations, and delivery evidence.
Escalate supplier non-responsiveness, pricing discrepancies, or SLA risks according to the Procurement escalation process.
Maintain clear and organized communication records with suppliers.
Support the Supplier Relations team by providing visibility into recurring supplier issues and performance concerns.
Coordinate device enrollment requirements, including Apple Business Manager and Windows Autopilot.
Confirm whether enrollment is automatic, manual, or requires hash extraction and sharing.
Validate that all necessary customer enrollment information is available before the order is processed.
Follow up with suppliers until enrollment has been successfully completed and confirmed.
Coordinate device configurations, imaging, operating system requirements, accessories, keyboard layouts, and customer-specific setup instructions.
Ensure enrollment or configuration blockers are documented with a clear owner and next action.
Confirm that devices are ready for shipment only after the applicable enrollment and configuration requirements have been completed.
Maintain enrollment and configuration evidence within the platform or designated tracker.
Request and review supplier quotations for IT equipment, accessories, shipping, enrollment, and configuration services.
Compare quoted prices against approved catalogs, platform pricing, historical pricing, and customer requirements.
Identify pricing changes, outliers, tax differences, currency impacts, or supplier discrepancies.
Update purchase prices when supplier pricing changes and obtain the required approvals before proceeding.
Confirm product specifications, keyboard layouts, warranty, availability, lead time, and quote validity.
Escalate significant price changes or margin risks according to established approval thresholds.
Maintain complete quotation documentation and supplier evidence.
Collect and validate supplier invoices, pro forma invoices, and payment instructions.
Confirm that invoice information matches the approved purchase order and supplier quotation.
Submit complete payment requests to Finance following the established process.
Track payment approvals and payment completion.
Share proof of payment with suppliers when required.
Follow up with suppliers to ensure payments are recognized and orders are released.
Document payment-related blockers without pausing the internal SLA clock.
Escalate overdue payments or supplier account holds that may affect order fulfillment.
Ensure invoices, receipts, and payment evidence are properly stored.
Maintain all assigned EMEA orders updated in the purchasing platform in real time.
Record supplier confirmations, prices, invoices, payment status, expected delivery dates, tracking numbers, enrollments, configurations, and delivery evidence.
Ensure order statuses accurately represent the actual stage of the purchase.
Update blockers, next actions, owners, due dates, aging, and escalation levels.
Correct inaccurate or outdated information identified through order audits.
Ensure all required fields and documentation are complete before closing an order.
Maintain links between the purchase order, supplier documentation, payment evidence, enrollment confirmation, and inventory record.
Coordinate with suppliers and Inventory Management teams regarding inbound deliveries.
Ensure warehouses or inventory partners receive advance notice and complete shipment information.
Provide purchase orders, packing lists, serial numbers, tracking numbers, and customer references when applicable.
Confirm the physical reception of equipment.
Investigate missing, damaged, incorrect, or incomplete deliveries.
Ensure received inventory is correctly assigned to the applicable customer, employee, office, or stock location.
Coordinate discrepancies with suppliers until resolution.
Confirm that the inventory record and purchasing platform are aligned before order closure.
Review open-order reports and identify orders at risk of exceeding SLA.
Analyze delays by supplier, country, process stage, blocker type, payment status, enrollment status, or configuration status.
Generate regular reports regarding purchasing activity, order aging, delivery performance, supplier responsiveness, and inventory reception.
Identify recurring operational issues and report them to the appropriate team or manager.
Support data quality audits across the purchasing platform and operational trackers.
Monitor EMEA purchasing KPIs and provide clear explanations for performance gaps.
Maintain dashboards and reports with accurate and current information.
Ensure purchasing activities follow company policies, approval requirements, regional rules, and procurement procedures.
Maintain accurate records of quotations, purchase orders, invoices, payment confirmations, tracking details, enrollment evidence, and delivery documentation.
Ensure all required approvals are documented before placing or changing a purchase order.
Maintain audit-ready documentation for all assigned orders.
Protect confidential customer, employee, supplier, and pricing information.
Ensure each order meets the required closure conditions before being marked as completed.
At least one year of experience in Purchasing, Procurement, Supply Chain, Order Management, Operations, or a related role.
Bachelor’s degree in Business Administration, International Business, Supply Chain Management, Finance, Operations, or a related field, or equivalent professional experience.
Experience managing purchase orders, quotations, invoices, supplier communications, and order follow-up.
Strong organizational skills and the ability to manage multiple orders and priorities simultaneously.
Excellent attention to detail and commitment to data accuracy.
Strong written and verbal communication skills in English.
Experience working with suppliers across Europe, the Middle East, or Africa.
Strong problem-solving skills and the ability to identify and escalate operational risks.
Ability to work independently while maintaining clear ownership and accountability.
Intermediate spreadsheet skills, including formulas, filters, lookups, pivot tables, and data validation.
Experience working with purchasing software, ERPs, CRMs, ticketing systems, or order-management platforms.
Basic understanding of invoices, taxes, currencies, and payment processes.
Availability to work hours that provide sufficient coverage for EMEA suppliers and operations.
Familiarity with Apple Business Manager, Windows Autopilot, device imaging, or IT configuration services.
Knowledge of EMEA currencies, VAT, regional invoicing requirements, and international purchasing practices.
Experience managing inventory reception or warehouse coordination.
Experience with HubSpot, SAP, NetSuite, Salesforce, Monday , Notion, Airtable, or similar platforms.
Experience working in a remote, technology, logistics, or device lifecycle management company.
Knowledge of supplier performance metrics and purchasing SLAs.
Candidate location: EMEA.
Required operational coverage: EMEA business hours.
Flexible schedule to overlap with Latam in case of trainings or business alignment.
The candidate must be available for sufficient overlap with suppliers and internal teams located across the United Kingdom, European Union, Middle East, and Africa.
Working hours may require an early start depending on the candidate’s location.