Purchasing Coordinator

Job Description

Job Description

Job Summary:

The Purchasing Coordinator is responsible for supporting procurement, inventory control, supplier management, and ERP data integrity activities to ensure materials and services are available to support company operations. This position works closely with Manufacturing, Operations, Project Management, Accounting, and key suppliers to optimize purchasing performance, control costs, maintain inventory accuracy, and improve supply chain efficiency.

The Purchasing Coordinator will leverage ERP systems, reporting tools, and emerging technologies to support purchasing decisions, monitor supplier performance, and improve operational workflows.

Essential Duties & Responsibilities:

Purchasing & Procurement:

• Purchase materials, equipment, and services within approved cost targets and required delivery dates.
• Solicit, evaluate, and compare vendor quotations.
• Create and maintain purchase orders within the ERP system.
• Monitor open purchase orders and proactively manage pull-ins, push-outs, cancellations, and delivery changes.
• Expedite critical material shortages and communicate risks to Operations and Project Management.
• Support subcontract issuance and administration.

Supplier Management:

• Develop and maintain strong working relationships with suppliers.
• Assist in negotiating pricing, rebate programs, payment terms, freight agreements, and cost-saving initiatives.

• Track supplier performance metrics including:

  • On-time delivery.
  • Quality performance.
  • Pricing competitiveness.
  • Responsiveness.
• Maintain supplier scorecards and vendor records.

Inventory & Planning:

• Support inventory accuracy initiatives.
• Assist with cycle counts and inventory reconciliations.
• Analyze inventory levels and recommend actions to reduce excess, obsolete, or slow-moving inventory.
• Support material forecasting and MRP planning activities.
• Assist in maintaining Bills of Material (BOMs) and item master data.

ERP & Data Management:

• Maintain accurate purchasing, inventory, supplier, and item records within the ERP system.
• Develop proficiency in Infor SyteLine and related reporting tools.
• Generate purchasing, inventory, supplier, and operational reports.
• Support ERP process improvements and workflow enhancements.

Accounts Payable Support:

• Investigate invoice discrepancies, shortages, pricing variances, freight issues, and receiving discrepancies.
• Coordinate with vendors and Accounting to resolve issues promptly.
• Support month-end and inventory closing processes.

Process Improvement & Technology:

• Identify opportunities to streamline purchasing workflows.
• Utilize reporting tools, AI-assisted analysis, and automation technologies to improve purchasing efficiency.
• Support continuous improvement initiatives across purchasing and supply chain functions.

Administrative Support:

• Maintain office, shop, and facility consumable inventory.
• Coordinate miscellaneous purchasing and administrative requests.
• Perform other duties as assigned.

Potential Key Performance Indicators (KPIs):

• Purchase order accuracy.
• Supplier on-time delivery %.
• Inventory accuracy %.
• Material shortage incidents.
• Invoice discrepancy resolution time.

Required Skills & Abilities:

• Strong understanding of purchasing, receiving, inventory, and accounts payable processes.
• Strong analytical and problem-solving abilities.
• Ability to interpret purchasing, inventory, and operational reports.
• Proficiency with Microsoft Excel and ERP systems.
• Experience with MRP systems preferred.
• Strong communication and vendor management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Self-motivated with strong organizational skills and attention to detail.
• Continuous improvement mindset.

Education & Experience:

• High School Diploma required.
• Associate's Degree in Business, Supply Chain, Accounting, Operations, or related field preferred.
• 2+ years of purchasing, procurement, inventory, manufacturing, construction, or supply chain experience preferred.
• Experience with ERP systems (Infor SyteLine preferred).

Working Conditions:

• Office, manufacturing, and warehouse environment.
• Occasional lifting up to 25 pounds.
• Standard business hours with flexibility during peak operational periods.
• Occasional travel to supplier locations may be required.