Purchasing & Materials Coordinator

Position: PURCHASING & MATERIALS COORDINATOR
Position Overview Purchasing & Materials Coordinator – Entry-Level We're seeking a detail-oriented recent graduate to centralize all purchasing for our plant operations. In this role you'll develop and manage purchasing systems in partnership with the CFO, control the full procurement cycle from purchase order through invoice matching, and oversee the supply cage for incoming and outgoing materials. You'll also maintain our asset tagging system—applying tags, updating the master list, and verifying accuracy during scheduled preventive maintenance.

The position offers strong opportunities for growth as you identify cost-saving opportunities through better sourcing and vendor negotiations.

Key Responsibilities
1. Purchase Request Validation & Order Execution Centralize and manage all plant purchasing by developing and owning procurement systems in close partnership with the CFO, ensuring consistent processes across operations.

Own the full purchase-to-pay cycle, from creating and issuing purchase orders through three-way invoice matching to verify what was ordered, received, and billed.

Control the supply cage by managing all incoming and outgoing materials, maintaining accurate inventory records, and ensuring timely availability for plant needs.

Manage the asset tagging system by applying tags to equipment, documenting additions and changes, and maintaining an accurate master asset list through routine preventive maintenance checks.

Identify and drive continuous improvement by analyzing spending patterns, optimizing purchases, and negotiating better pricing and terms on tracked items to reduce costs.

Build strong supplier relationships, track deliveries, resolve discrepancies, and prepare reports on purchasing activity and cost performance for leadership.
2. Approved Vendor List & Contract Administration Maintain the Approved Vendor List (AVL); ensure all active vendors are qualified, current on insurance/compliance documentation, and properly set up in Ramp.

Route credit applications to Accounts Payable for completion and return to prospective vendor.

Onboard new vendors when operationally required: collect W-9, insurance certificates, ACH payment instructions and any EHS or regulatory documentation before the first PO is placed.

Administer existing supply agreements — track pricing, minimum order quantities, payment terms, and expiration dates; alert management to renewals or changes needed.

Obtain three competing quotes for non-contracted purchases above the applicable spend threshold; document the award decision and pricing rationale.

Maintain organized records of contracts, pricing schedules, and vendor contact information so any team member can locate current purchasing terms quickly.
3. Vendor Performance & Issue Resolution Monitor vendor on-time delivery, fill rates, and pricing accuracy on a day-to-day basis; log exceptions and follow up promptly to resolve issues.

Communicate delivery delays or quality rejections to the Materials Manager immediately so operations can adjust without unplanned downtime.

Track and resolve incorrect invoices, overcharges, and pricing discrepancies; document corrections and verify credits are received.

Flag vendors with recurring delivery or quality problems; escalate to management with supporting data and a recommended corrective action.

Ensure all active vendors maintain current safety data sheets (SDS), insurance certificates, and regulatory compliance documentation on file.
4. Coordination with Materials Manager Align daily with the Materials Manager on upcoming material needs, reorder points, and urgent replenishment requirements.

Review the materials requirement plan weekly to anticipate purchase requests and avoid emergency or expedited orders that carry premium costs.

Communicate lead times, pricing changes, and vendor availability constraints so the Materials Manager can adjust inventory and production plans accordingly.

Coordinate with Operations to confirm receipt, quality, and correct delivery of goods against the PO before invoice approval.
5. Compliance & Documentation Ensure all purchases comply with regulations governing hazardous materials, chemical…