Purchasing Coordinator — Job Description
Summary
- Coordinate procurement activities to ensure timely, accurate, and cost-effective delivery of goods and services while supporting vendor relationships and internal stakeholders.
Key responsibilities
- Purchase order processing: Create, issue, and track POs; ensure approvals, correct pricing, terms, and delivery dates.
- Requisition management: Receive and validate purchase requisitions; convert to POs and follow through to delivery.
- Supplier communication & expediting: Request quotes, confirm orders, chase deliveries, resolve shortages or discrepancies, and expedite urgent items.
- Invoice matching & reconciliation: Match supplier invoices to POs and goods receipts; liaise with AP on discrepancies.
- Inventory & stock support: Monitor inventory levels, raise replenishment POs, coordinate receiving, and support cycle counts.
- Vendor data & performance: Maintain supplier records, lead times, pricing lists; track vendor performance and assist with evaluations.
- Contract & compliance support: Ensure purchases follow contracts and procurement policies; manage documentation for audits.
- Reporting & KPIs: Prepare procurement reports (open POs, overdue deliveries, spend), track KPIs (on-time delivery, PO cycle time).
- Supplier onboarding: Assist onboarding new vendors, collect required documentation, and enter supplier data into ERP.
- Continuous improvement & systems: Support e-procurement tool use, automate routine tasks, and suggest process improvements.
- Cross-functional coordination: Work with finance, warehouse, operations, and projects to resolve procurement issues.
Qualifications & skills
- Diploma/degree in Business, Supply Chain, Logistics, or equivalent experience.
- 1–4 years procurement or purchasing experience (adjustable by seniority).
- Experience with ERP/procurement systems (SAP, Oracle, Coupa, NetSuite) and strong Excel skills.
- Good communication, negotiation, and stakeholder-management skills.
- Attention to detail, organization, and ability to prioritise urgent requests.
- Basic understanding of inventory management, incoterms, shipping docs, and invoice processes.
- Scripting/automation or data-analysis skills (Power Query, VBA) are a plus.
Performance metrics
- PO cycle time (requisition → PO).
- On-time delivery rate.
- Invoice matching and reconciliation time.
- PO accuracy (price/quantity/terms).
- Stockout incidents and replenishment responsiveness.
- Cost savings or process-efficiency improvements.
Pay: $5,325.21 – $6,458.10 per month
Benefits:
- Dental insurance
- Parental leave
- Salary packaging
Work Location: In person
