Our growing Brantford client who is a leader in manufacturing is looking for a Procurement and Receiving Coordinator to join their team. The ideal candidate will have 2-3 years related experience and will be responsible for the following:
This person will manage the administrative receiving process for all parts, materials, supplies, services and equipment that support plant operations. The position covers the full receiving cycle, from verifying proof of delivery to final reconciliation in the company's ERP system (Interal). The Procurement & Receiving Coordinator verifies, records and reconciles each transaction. The Procurement & Receiving Coordinator works closely with Operations, Maintenance, Procurement, Finance, suppliers and carriers.
They need a sound understanding of procurement and inventory management, strong analytical skills, and a proactive way of resolving discrepancies before they affect inventory, production or payment. The Procurement & Receiving Coordinator runs the Scale House independently. During this time they oversee traffic flow, keep accurate load records and make sure regulatory requirements are met.
Key Responsibilities
1. Receiving & Purchase Order Reconciliation
• Process receipts against approved Purchase Orders (POs) in line with the PO Processing Workflow Policy, using signed proof-of-delivery documents submitted by PO Owners.
• Check that each PO is approved within the correct authority limit. Check that it includes the right proof of delivery for its order type: a bill of lading, packing slip, work order or rental agreement.
• Record all receipts in Interal on the same day they are submitted, and correct entry errors such as wrong quantities, wrong part numbers or duplicate receipts.
• Complete the three-way match of PO, receipt and invoice, so that every transaction has a complete record ready for audit.
• Own each discrepancy until it is resolved: document the issue, find the responsible party, follow up, and confirm that system records have been corrected.
• Work with Accounts Payable to resolve variances, including missing receipts, quantity differences and pricing discrepancies.
• Close POs in Interal once all items have been received, invoiced and confirmed by Finance.
• Keep an accurate Open/Closed PO Report in Excel, including invoices received without a PO. Use shared invoice access to keep finance in the loop about status of orders.
• When PO records and Accounts Payable records don't match, contact the vendor and ask them to add the purchasing email address to their billing contacts.
• Support month-end close:
Report the status of open, pending and closed POs. o Process any outstanding prior-month receipts using the first working day of the new month as the accounting date.
o Record the justification for any delayed receipt.
• Act as the main point of contact for receiving inquiries from internal departments, suppliers and carriers.
• Prioritize receipts for urgent orders, and act as the main liaison between PO Owners and Finance, documenting their experiences, recurring issues and delays so they can be summarized and reported to corporate.
• Find and recommend ways to strengthen receiving controls, improve reporting accuracy and make the workflow more efficient
2. Scale House Operations (3:00 PM – 5:30 PM)
• Operate the scale house system to weigh and record all inbound and outbound loads accurately.
• Review and verify all shipping and receiving documents.
• Work with yard and shipping personnel to assign loading and unloading areas.
• Lead Scale House activities during the assigned shift. Use sound judgment to manage traffic flow and resolve routine issues, and escalate safety, compliance or service concerns promptly.
• Give clear, courteous direction…
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