Purchasing Coordinator

The Purchasing Coordinator is responsible for overseeing and managing the procurement process, vendor relationships, corporate credit card program and purchase order lifecycle for the organization. This position ensures purchases and credit card transactions comply with internal policies and external contract terms, while supporting operational efficiency and cost effectiveness. The Purchasing Coordinator serves as the primary point of contact for vendor communications, credit term negotiations, contract alignment and general credit card platform maintenance.

• Manage the full lifecycle of purchase orders (POs), including creation, soliciting quotes, PO updates and changes, tracking, entering receipts and timely closure.
• Review purchase requisitions for account coding, shipping terms, completeness and accuracy; follow up on any discrepancies with internal teams.
• Oversee the corporate credit card reconciliation process, including maintaining the Visa Spend Clarity platform, reviewing transaction entries, and verifying that required receipts are present, complete, approved and accurately coded.
• Manage vendor setup and maintenance, including creating new vendor records, updating contact and remit-to information, and maintaining accurate ACH payment details. Open new accounts, facilitate credit applications, and price negotiations with vendors.
• Ensure all vendor records are current by collecting and updating W-9s and certificates of insurance.
• Maintain and manage vendor records and relationships, ensuring high-quality service and timely response to inquiries.
• Monitor active contracts to ensure that purchasing activities align with contract terms, organizational policies, and budget parameters.
• Reconcile vendor statements and follow-up on outstanding balances or discrepancies.
• Provide training and support to staff regarding the PO process and purchasing procedures.
• Negotiate payment and credit terms with vendors in coordination with the finance team.
• Work collaboratively with internal departments to anticipate procurement needs and forecast supply demands.
• Maintain procurement records, documentation, and reporting in accordance with audit standards and internal controls.
• Collaborate with the accounting department to ensure accurate invoice and payment processing.
• Track orders and ensure timely delivery; resolve issues related to shipment delays, damaged goods, or incorrect deliveries.
• Responsible for preparing, maintaining, and filing 1099s, ensuring accurate documentation, vendor compliance, timely tax submission, and resolving discrepancies with the IRS.
• Perform other job-related duties as assigned.

• Working knowledge of procurement practices, purchase order systems, and vendor relationship management.
• Excellent organizational and recordkeeping skills with strong attention to detail.
• Ability to understand and interpret contracts and purchase terms.
• Strong written, verbal, and interpersonal communication skills.
• Ability to work independently and collaboratively across departments.
• Proficient in Microsoft Office applications and purchasing or accounting software systems.
• Skilled in problem-solving and negotiating with external vendors.
• Ability to train and support non-finance staff on procurement procedures.

• Associate’s degree in Business Administration, Accounting, or a related field (or equivalent combination of education and experience)
• Two (2) years of experience in procurement, purchasing, accounts payable, or vendor management.
• A combination of experience, education, and training that provides the required knowledge, skills, and abilities may substitute for degree requirements.

• Bachelor’s degree in Business Administration, Supply Chain Management, or related field.
• Experience in nonprofit, tribal, or government purchasing.
• Familiarity with grant compliance and contract administration.