Purchasing Coordinator

Job Description

Job Description

We are a fast-moving food manufacturing and distribution company supplying high-quality products to customers across the region. Our business runs on timing, accuracy, and strong relationships both with vendors and customers.

You’ll have direct visibility into how the business runs day to day and play a key role in keeping product flowing in while supporting customers on the outbound side.

The Purchasing Coordinator is responsible for managing purchasing activity, supporting customer orders, and ensuring communication across vendors, operations, and customers stays tight. When this role is done well, production stays on track and customers stay taken care of.

Purchasing Coordinator Responsibilities:

• Create and manage purchase orders for raw materials, packaging, and supplies based on demand and inventory levels
• Communicate with vendors to confirm pricing, availability, and delivery timelines
• Track orders from placement through delivery, resolving delays, shortages, or discrepancies
• Monitor inventory levels and flag potential shortages before they impact production or customer orders
• Partner closely with warehouse and production teams to align purchasing with daily operations

• Serve as a point of contact for customers regarding order status, product availability, and delivery timing
• Enter and process customer orders accurately within internal systems
• Coordinate with logistics and warehouse teams to ensure timely and accurate order fulfillment
• Handle customer inquiries, issues, and complaints with urgency and professionalism
• Resolve order discrepancies, backorders, and substitutions while maintaining strong customer relationships
• Provide proactive updates to customers on delays, inventory constraints, or order changes

• Maintain accurate records of purchase orders, pricing, and vendor information
• Review invoices against purchase orders to ensure accuracy
• Support communication across vendors, customers, and internal teams to keep operations running smoothly
• Identify opportunities to improve processes and reduce errors across purchasing and order flow
• Work directly with the President on ad hoc projects, reporting, and operational needs

Purchasing Coordinator Qualifications:

• 2 - 5 years of experience in purchasing, customer service, order management, or a similar operations role
• Experience in food manufacturing, distribution, or a high-volume environment is preferred
• Strong attention to detail with the ability to manage multiple priorities at once
• Comfortable working in ERP systems or order/inventory management platforms
• Strong communication skills with the ability to interact with vendors, customers, and leadership
• Ability to problem solve quickly and operate with a sense of urgency
• Proficient in Excel and general data tracking
• Team-oriented, dependable, and comfortable working in a hands-on, fast-paced environment