Purchasing Coordinator

Job Description

Job Description

We are looking for a detail-oriented Purchasing Coordinator to support day-to-day procurement activities for a wholesale distribution operation in Philadelphia, Pennsylvania. This role helps keep materials and products moving by managing order workflows, maintaining accurate purchasing records, and coordinating closely with vendors and internal teams. The ideal candidate is organized, responsive, and comfortable balancing administrative accuracy with timely follow-up across multiple priorities.

Responsibilities:
• Generate and update purchase orders in the company’s purchasing or accounting platform, ensuring information is complete and accurate.
• Serve as a point of contact for suppliers to confirm pricing, product availability, lead times, order status, and delivery expectations.
• Review outstanding orders regularly and take action on delayed shipments, backordered items, and other fulfillment issues.
• Support inventory planning by helping replenish stock and monitoring item levels to align with operational demand.
• Compare purchasing records, invoices, and receiving documents to identify mismatches and help resolve quantity, cost, or delivery discrepancies.
• Partner with Accounts Payable and internal stakeholders to investigate invoice variances and maintain smooth payment processing.
• Maintain current vendor, item, and pricing data within internal systems to support accurate purchasing activity and reporting.
• Assist with supplier sourcing efforts by gathering quotes, evaluating pricing options, and supporting vendor setup documentation.
• Prepare purchasing and inventory-related reports in Excel and contribute ideas that improve process efficiency, record accuracy, and team support.• 1–3 years of experience in purchasing, procurement, inventory coordination, order management, supply chain support, or a related administrative role is preferred.
• Proficiency with Microsoft Excel and other Microsoft Office applications.
• Experience using an ERP, accounting, or purchasing system is preferred.
• Strong attention to detail with the ability to keep records organized and accurate.
• Ability to manage multiple assignments, shifting priorities, and deadlines in a fast-paced environment.
• Clear written and verbal communication skills for effective coordination with vendors and internal departments.
• Background in distribution, manufacturing, wholesale, or another product-focused environment is a plus.