The employee will work within H3’s existing procurement processes and systems, especially Zip, DocuSign, vendor onboarding, and internal documentation. The successful employee will be able to become productive quickly, manage sensitive information carefully, and leave behind an organized, auditable operating rhythm.
This role will be responsible for…
Manage the Zip procurement queue, maintaining clear ownership, status, next action, due date, vendor information, and escalation path for every active request.
Perform initial completeness reviews and validate business purpose, scope, dates, currency, amount, budget owner, payment method, accounting fields, vendor information, approvals, and supporting documentation.
Follow up with requesters, vendors, and internal stakeholders to resolve missing information, prevent workflow delays, and escalate blockers promptly.
Coordinate requests through the appropriate Procurement, FP&A, functional, Legal, Security, People, IT, vendor, and signature review steps while tracking normal and urgent requests against established service targets.
Coordinate contractor and vendor onboarding, including statements of work, agreements, tax documentation, vendor records, banking information, portal completion, and required approvals.
Partner with People Operations and IT on contractor classification, background-check requirements, equipment, email, application access, and onboarding tickets.
Determine whether an NDA or mutual NDA is required and route the appropriate document for signature.
Prepare approved contracts and supporting documents for signature; monitor DocuSign status, coordinate vendor countersignature, and ensure fully executed agreements are properly stored.
Maintain accurate procurement records, including Zip request numbers, purchase order numbers, agreement numbers, vendor names, renewal dates, links, and other key identifiers.
Support change orders and foreign-currency requests by confirming revised scope, amount, dates, payment terms, approval requirements, native currency, USD equivalent, FX-rate basis, and total purchase value.
Support purchase order issuance and changes, invoice questions, vendor follow-up, and invoice reconciliation in coordination with Finance and Accounts Payable.
Maintain visibility into aging requests, open vendor actions, outstanding signatures, pending invoices, renewal dates, and requests ready for closeout.
Conduct monthly reviews of open purchase orders and requests, recommending items for closure, extension, or escalation and ensuring final documentation is complete.
Develop and maintain process maps, queue trackers, handoff documentation, backlog-cleanup plans, and organized records of key deadlines, high-risk or high-value items, signature authorities, open vendor issues, and internal contacts.
Prepare and distribute weekly queue and service-level dashboards to Procurement and Finance stakeholders, highlighting progress, risks, blockers, and recommended actions while ensuring timely progression of assigned requests.
What You’ll Bring
Three or more years of experience in procurement operations, purchasing, contract administration, vendor management, finance operations, or a closely related function.
Demonstrated experience managing a high-volume operational queue with competing deadlines.
Strong working knowledge of purchase orders, vendor onboarding, contracts, invoices, approvals, and document control.
Experience with procurement, intake, workflow, ERP, contract lifecycle, or ticketing systems; Zip experience is helpful but not required.
Strong spreadsheet skills, including filtering, data validation, reconciliation, and practical reporting.
Ability to work independently, ask precise follow-up questions, and escalate issues with clear options and recommendations.
Excellent written communication and follow-through with internal stakeholders, vendors, Legal, Finance, IT, and People Ops.
High level of discretion when handling financial, contractual, employee, vendor, and security-related information.
PREFERRED QUALIFICATIONS
Experience supporting procurement in a technology, SaaS, cybersecurity, or high-growth company.
Experience with Zip, Coupa, Airbase, Ramp, Procurify, Ironclad, DocuSign, or comparable systems.
Familiarity with contractor onboarding, W-9/W-8 collection, background-check coordination, and access provisioning.
Experience documenting workflows and improving procurement controls without disrupting business operations.
Experience supporting foreign-currency transactions, change orders, renewals, or PO closeout.
Compensation and Values
At Horizon3, we believe that our people are our greatest asset, and our compensation philosophy reflects this core value. We are committed to fostering an environment where all employees feel valued, respected, and rewarded for their contributions. Our compensation structure is designed to be fair, competitive, and transparent, ensuring that every team member is recognized and compensated equitably across roles, levels, and locations.
In accordance with various State’s transparency regulations, we provide the following salary range information for this position:
Base salary range $115,000- $150,000. The exact salary will be determined based on the selected candidate’s location, qualifications, experience, and relevant skills.
Additional compensation: All full-time roles are eligible for an equity package in the form of stock options.
Perks of Horizon3 http://Horizon3.ai
Inclusive Team: We value diversity and promote an inclusive culture where everyone can thrive.
Growth Opportunities: Be part of a dynamic and growing team with numerous career development opportunities.
Innovative Culture: Work in a collaborative environment that encourages creativity and out-of-the-box thinking.
Hybrid & Remote Work: We embrace a mix of remote and hybrid work models depending on role and location, including our Chicago office, where some roles require regular in-office presence.
Competitive Compensation: We offer competitive salary, equity and benefits. Our benefits include health, vision & dental insurance for you and your family, a flexible vacation policy, and generous parental leave.
You Belong Here
Horizon3 is not just an equal opportunity employer - we are a community that values diversity, equity, and inclusion as fundamental principles of our culture and success. We are dedicated to fostering a workplace where everyone feels welcome and respected, regardless of race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity or expression, genetic information, marital status, hair length or any other legally protected status by law.
Our commitment to diversity and inclusion means we strive to attract, develop, and retain a workforce that reflects the varied communities we serve. We believe that diverse perspectives drive innovation and strengthen our ability to create cutting-edge cybersecurity solutions. At Horizon3, every team member is valued and supported in an environment that encourages personal and professional growth.
We welcome candidates from all backgrounds and experiences, and we encourage all qualified individuals to apply. Come be a part of Horizon3, where your unique contributions are recognized, and your potential is limitless.
Other Duties
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change at any time with or without notice.
Application Note
In any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.
