Purchasing Coordinator

Job Description

Job Description

Summary

The Purchasing Coordinator position is responsible for supporting the purchasing team and managing administrative tasks related to vendor and supplier agreements, contracts, pricing, item data, rebates, purchase orders, and supplier communications. This position ensures purchase orders are processed accurately and timely, vendor and item information is maintained in the company ERP system, supplier pricing is current and accurate, and internal teams receive timely support to resolve purchasing, supplier, pricing, delivery, and product-related issues.

What we Offer

With over 115 years of experience, Stauffer Glove & Safety offers employees the stability of an industry leader.

• 401K + 401K matching
• Health, Dental, and Vision insurance
• Paid time off
• Wellness incentives
• Hybrid Work Schedule

Essential Functions

• Responsible for processing daily purchase orders and ensuring purchase orders are received by vendors, confirmed, and shipped in a timely manner. This includes but not limited to logistics purchase orders and expense purchase orders for operations.
• Maintain delivery dates for all products on order with vendors and follow up on missed delivery dates, back ordered items, and delivery updates in the system.
• Coordinate with the Category Management, Customer Service, Operations, Sales Support, Accounting, and other internal teams to resolve purchase order, item data, delivery, recall, and product-related issues.
• Match confirmations to purchase orders electronically in the system and run reports to verify purchase order status, vendor receipt, shipment timing, and related follow-up items.
• Set up and maintain supplier information in the system, including terms, item set up, buying group participation, legal company information, and supplier point of contact information.
• Maintain item files in the system, including discontinued items, item number changes, item merges, description changes, and other item updates in coordination with appropriate internal teams.
• Ensure supplier pricing is loaded accurately into the company ERP system and displayed correctly on company-generated purchase orders.
• Resolve supplier term discrepancies, freight changes, pricing changes, and pricing issues that do not meet contractual requirements.
• Coordinate and communicate special cost programs, perform periodic reviews, remove expired programs, and update new costs as required.
• Load, manage and process rebate contracts with key suppliers, including maintaining accurate item pricing, reviewing pricing changes, preparing monthly or quarterly rebate filings, and following through with Accounting to ensure timely processing.
• Coordinate product testing, repairs, recertifications, and returns with appropriate vendors, including documentation of return reasons and communication of product issues to Category Management when necessary.
• Attend product training and supplier meetings to maintain supplier relationships and support effective communication with assigned suppliers.
• Manage supplier recall inventory and communicate supplier recalls to internal teams, including Sales, Sales Support, Category Management, and Purchasing.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Competencies

• Ability to problem solve effectively.
• Strong attention to detail and ability to review data for accuracy.
• Ability to navigate business systems, including ERP and procurement tools.
• Proficient computer skills, including Microsoft Office programs and MS Excel.
• Strong verbal and written communication skills with internal teams and suppliers.
• Ability to multitask and manage time effectively, with sense of urgency.
• Excellent teamwork skills and ability to work cross-functionally.

Work Environment

• This job operates in a professional office environment. This role routinely involves standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

• While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand and walk and must be able to sit for long periods of time at a desk. Frequent use of hands is required to operate the computer and phone.

Position Type/Expected Hours of Work

• This is a full-time position. Days and hours of work are Monday through Friday, 8:00 a.m. to 4:30 p.m.

Travel

• No travel is expected for this position.

Required Education and Experience

• High School Diploma

• Minimum of 2 years’ experience in a procurement, purchasing, supply chain, or detail-oriented administrative role.
• Proficient skill level in all Microsoft Office programs, with demonstrated proficiency in MS Excel.
• Effective and professional communication skills with internal teams and suppliers.

Additional Eligibility Qualifications

None required for this position.

Work Authorization/Security Clearance (if applicable)

Position requires the individual to be able to work in the United States. This position would not be eligible for visa sponsorship.

Preferred Education and Experience

• Bachelor’s degree in Business Administration, Supply Chain, or related field.
• Previous experience working in a purchasing department, procurement department, supply chain environment, or purchasing role.

AAP/EEO Statement

Stauffer Glove and Safety is an EEO/AA/Female/Minority/Veteran/Disability Employer - See more at:

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 for this job. Duties, responsibilities and activities may change at any time with or without notice.