Purchasing Coordinator

Summary

**Position Summary**:
The Procurement Coordinator supports the procurement department by managing the purchasing process, ensuring the timely and cost-effective acquisition of goods and services. This role involves liaising with suppliers, maintaining accurate procurement records, and coordinating with internal departments to meet organizational needs. The Procurement Coordinator plays a key role in ensuring that procurement activities are conducted efficiently and in compliance with company policies.

**Key Responsibilities**:

- **Purchase Order Management**:

- Process purchase orders accurately and timely.
- Track the status of orders and follow up with suppliers to ensure on-time delivery.
- Resolve any discrepancies related to purchase orders and deliveries.
- **Supplier Interaction**:

- Communicate with suppliers to obtain quotes, negotiate prices, and establish delivery schedules.
- Maintain positive relationships with existing suppliers and assist in the evaluation of new suppliers.
- Address any issues related to supplier performance, quality, and delivery.
- **Inventory and Stock Management**:

- Monitor inventory and par-levels to ensure adequate stock is available for operations
- Coordinate with Inventory Coordinator to manage stock replenishment.
- Assist in the implementation of inventory control measures.
- **Documentation and Record Keeping**:

- Maintain accurate and up-to-date procurement records, including purchase orders, invoices, and contracts.
- Ensure all documentation complies with company policies and audit requirements.
- Prepare regular reports on procurement activities, including spend analysis and supplier performance.
- **Cost Management**:

- Assist in identifying cost-saving opportunities and implementing procurement strategies to reduce costs.
- Monitor market trends to anticipate changes in pricing and availability of goods and services.
- Support the Procurement Manager in budget preparation and cost control measures.
- **Coordination and Communication**:

- Collaborate with internal departments to understand their procurement needs and provide timely support.
- Communicate procurement policies and procedures to ensure compliance across the organization.
- Coordinate with finance and accounts payable teams to resolve invoicing and payment issues.
- **Continuous Improvement**:

- Participate in process improvement initiatives to enhance procurement efficiency.
- Stay informed about industry trends and best practices in procurement.
- Assist in the development and implementation of procurement policies and procedures.

**Qualifications**:
**Qualifications**:

- **Education**: Bachelor’s degree in Supply Chain Management, Business Administration, or a related field.
- **Experience**: Minimum of 2-3 years of experience in procurement or supply chain management. Experience with import & customs process.
- **Skills**:

- Strong organizational and time-management skills.
- Excellent communication and negotiation abilities.
- Proficiency in procurement software and Microsoft Office.
- Attention to detail and accuracy in handling procurement documentation.
- Ability to work effectively both independently and as part of a team.

**Key Competencies**:

- **Analytical Skills**: Ability to analyze data and generate reports.
- **Negotiation Skills**: Capable of negotiating with suppliers to achieve favorable terms.
- **Attention to Detail**: Ensures accuracy and compliance in procurement processes.
- **Communication**: Effective verbal and written communication skills.
- **Teamwork**: Collaborates well with colleagues to achieve departmental goals.
- **Problem-Solving**: Proactively addresses and resolves procurement-related issues.

**Working Conditions**:

- Office environment with occasional travel to supplier sites.
- Full-time position, may require occasional overtime.