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Inventory Costing & Purchasing Coordinator
We are a growing, family-owned business based in the Geelong region, importing and distributing a large range of products across multiple brands. As our business continues to grow, we are looking for a highly organised and detail-focused Inventory Costing & Purchasing Coordinator to support our purchasing, supplier invoice reconciliation and inventory costing processes.
This role would suit someone with strong Excel skills, solid accounts or purchasing administration experience, and confidence working with inventory systems and supplier documentation. You do not need to be a qualified accountant, but you must be confident with numbers, reconciliations and investigating discrepancies.
The main focus of this position is ensuring supplier invoices, purchase orders, stock receipts, freight costs and landed costs are accurately matched and maintained across our systems.
About the Role
This is a hands-on role working closely with management, our Inventory Controller and warehouse team. You will assist with purchase order matching, supplier invoice checking, import costing, product cost maintenance and reporting across Xero, Cin7 and Excel.
As many of our goods are imported in USD and packed across multiple purchase orders and containers, this role requires excellent attention to detail and a methodical approach to reconciling supplier documentation, freight charges and stock records.
Key Responsibilities
- Match supplier invoices against purchase orders, packing lists and stock receipts.
- Investigate and resolve discrepancies where products are split across multiple purchase orders or containers.
- Assist with landed cost calculations including supplier costs, international freight, duty, customs, port charges, cartage and other import-related costs.
- Allocate freight and import costs across products/components to support accurate inventory costing.
- Maintain and update product cost records within Cin7 or similar inventory systems.
- Reconcile supplier invoices and purchasing records between Cin7 and Xero.
- Prepare Excel spreadsheets to track purchase orders, supplier invoices, container costs and landed cost allocations.
- Assist with supplier account reconciliations and payment preparation.
- Work closely with the Inventory Controller to ensure stock receipts and purchase records align.
- Support stocktake preparation, inventory adjustments and reporting on costing discrepancies.
- Identify process improvements to make purchase order matching, import costing and inventory reconciliation more accurate and efficient.
What This Role Does Not Include
- Payroll processing.
- Primary accounts receivable/debtor collection.
- Chasing customer balances as a main responsibility.
- General sales administration or customer service as the core focus.
These tasks are managed separately within the business, allowing this role to stay focused on purchasing, supplier invoice reconciliation, landed costing and inventory accuracy.
Skills & Experience Required
- Experience in accounts administration, purchasing administration, inventory administration, bookkeeping support, import administration or a similar role.
- Strong Microsoft Excel skills, including confidence with formulas, data matching, filters, spreadsheets and reconciliation work.
- Experience using Xero or another accounting system.
- Experience using Cin7 or another inventory/stock management system is highly regarded.
- Strong numerical accuracy and attention to detail.
- Ability to match invoices, purchase orders, stock receipts and supplier statements.
- Confidence investigating discrepancies and following through until resolved.
- Good understanding of supplier invoices, GST, accounts payable and basic accounting principles.
- Experience in importing, wholesale, distribution, manufacturing, freight or stock-based businesses would be highly desirable.
- Good communication skills and ability to work with suppliers, management, warehouse and inventory staff.
About You
- You enjoy working with numbers, spreadsheets and systems.
- You are methodical, organised and accurate.
- You like solving problems and finding where things do not match.
- You are confident asking questions and following up missing information.
- You can work independently once trained but also communicate well with the wider team.
- You are practical, hands-on and comfortable working in a growing business environment.
Employment Details
- Full-time role: 40 hours per week.
- Location: Geelong / Breakwater VIC.
- Salary: $70,000 - $80,000 + super, depending on experience.
- Immediate or negotiated start available for the right candidate.
- On-site role working closely with the management, inventory and warehouse teams.
Why Join Us?
- Join a growing Australian family-owned business with established brands and exciting future plans.
- Work in a varied role where your attention to detail will have a real impact on business accuracy and profitability.
- Be part of a practical, supportive and hands-on team environment.
- Opportunity to improve systems, processes and reporting as the business continues to grow.
How to Apply
Please submit your resume and a brief cover letter outlining your experience with Excel, purchasing/invoice reconciliation, inventory systems and/or import costing. Candidates with experience in importing, wholesale, distribution, manufacturing or stock-based businesses are encouraged to apply.
Job Type: Full-time
Pay: $70,000.00 – $80,000.00 per year
Work Authorisation:
Work Location: In person
