Overview
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. The role provides critical support to the Business Operations team, ensuring smooth execution of procurement activities, financial governance, contracts administration, and operational reporting.
Microsoft’s Cloud Operations & Innovation (CO+I) is the engine that powers our cloud services. As a CO+I Critical Environment Support Assistant, you will perform a key role in delivering the core infrastructure and foundational technologies for Microsoft's online services including Bing, Office 365, Xbox, OneDrive, and the Microsoft Azure platform. As a group, CO+I is focused on the personal and professional development of all employees and offers trainings and opportunities including Career Rotation Programs, Diversity & Inclusion trainings and events, and professional certifications. Our infrastructure is comprised of a large global portfolio of more than 200 datacenters in 32 countries and millions of servers. Our foundation is built upon and managed by a team of subject matter experts working to support services for more than 1 billion customers and 20 million businesses in over 90 countries worldwide. With environmental sustainability and optimization at the forefront of our datacenter design and operations, we continue to grow and evolve as we meet the ever-changing business demands that hold Microsoft as a world-class cloud provider.
Microsoft’s mission is to empower every person and every organization on the planet to achieve more. As employees we come together with a growth mindset, innovate to empower others, and collaborate to realize our shared goals. Each day we build on our values of respect, integrity, and accountability to create a culture of inclusion where everyone can thrive at work and beyond.
Responsibilities
Key responsibilities include:
Purchase Order (PO) Management
- 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.
Contracts Governance & Approval Routing
- 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
Quote & Contract Review
- 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
Reporting & Analytics Support
- Compiling, formatting, and presenting operational and financial reports
- Create dashboards, trackers, and performance metrics for suppliers and internal operations
Invoice Quality Checks
- 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.
Data Tracking & Documentation
- 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
Stakeholder Co-Ordination
- 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
Tool Proficiency
- 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)
Qualifications
Required Qualifications:
- High School Diploma, GED, TAFE or equivalent wtb at least 2 yrs industry work experience in the following:
- Essential Skills:
- Strong proficiency in Microsoft Excel (pivot tables, formulas, charts) and Word (templates, formatting)
- Experience with PO systems, invoice processing tools, or procurement platforms
- High attention to detail and strong organisational
- 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
Preferred Experience
- Prior experience in business operations, procurement, vendor management, finance administration, or contracts administration
- Familiarity with contract governance workflows or approval routing systems
- Experience working with Legal, Finance, and Procurement functions
Background Check Requirements
Ability to meet Microsoft, customer and/or government security screening requirements are required for this role. These requirements include, but are not limited to the following specialized security screenings:
- 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.
Benefits/perks listed below may vary depending on the nature of your employment with Microsoft and the country where you work.
This position will be open for a minimum of 5 days, with applications accepted on an ongoing basis until the position is filled.
Microsoft is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship, color, family or medical care leave, gender identity or expression, genetic information, immigration status, marital status, medical condition, national origin, physical or mental disability, political affiliation, protected veteran or military status, race, ethnicity, religion, sex (including pregnancy), sexual orientation, or any other characteristic protected by applicable local laws, regulations and ordinances. If you need assistance with religious accommodations and/or a reasonable accommodation due to a disability during the application process, read more about
requesting accommodations.
