Purchasing Coordinator

Position Summary
The Purchasing Coordinator supports the day-to-day procurement operations of the company by coordinating purchase orders, supplier communication, and documentation while ensuring accuracy, timeliness, and cost effectiveness. This role serves as a key support function to the Purchasing Manager, providing cross‑coverage, administrative coordination, and operational continuity across purchasing activities. The Purchasing Coordinator plays a critical role in maintaining workflow efficiency, resolving discrepancies, and supporting procurement processes across multiple departments.

While the primary focus is purchasing, the role provides light support to inventory and asset tracking functions, helping ensure alignment between procurement activity and operational needs.

Key Responsibilities
Procurement & Purchasing Operations

Create, issue, and maintain purchase orders ensuring accuracy of pricing, quantities, and supplier details

Monitor order status and follow up with vendors on lead times, delays, and backorders

Coordinate incoming materials and verify documentation against purchase orders

Perform three‑way matching (PO, receiver, invoice) and resolve discrepancies

Review and verify supplier invoices; coordinate corrections when required

Assist with sourcing activities including obtaining quotes and evaluating supplier options

Maintain accurate purchasing records, files, and supplier documentation

Support urgent purchasing needs including pickups, deliveries, and order coordination

Supplier & Stakeholder Coordination

Communicate with suppliers regarding order status, delivery issues, and discrepancies

Build and maintain professional vendor relationships

Provide updates to internal teams regarding part availability, delivery timelines, and procurement status

Coordinate closely with operations, projects, finance, and warehouse teams to support material requirements

Purchasing Manager Support & Cross-Coverage

Provide administrative and operational support to the Purchasing Manager

Assist with workload balancing, prioritization, and follow-ups across purchasing activities

Step in to support core purchasing functions during absences or peak workload periods

Support reporting, tracking, and process documentation as required

Assist with vendor performance tracking and cost monitoring initiatives

Inventory & Asset Support (Secondary Focus)

Support basic inventory tracking and replenishment coordination

Assist with cycle counts and stock verification activities

Help ensure alignment between purchasing records and inventory data

Maintain supporting documentation for tools, equipment, or serialized assets as needed

Assist in identifying and resolving discrepancies between purchasing and inventory records

Process Improvement & Compliance

Identify opportunities to improve purchasing workflows and efficiency

Support implementation of procurement tools, systems, or process updates

Ensure compliance with company policies, procedures, and documentation standards

Contribute to cost control and process improvement initiatives

Qualifications
Education

Diploma or degree in Supply Chain Management, Business Administration, Logistics, or related field (preferred)

Experience

2–4 years of experience in purchasing, procurement support, or supply chain roles

Experience with purchasing systems, ERP platforms, or inventory software is an asset

Skills & Competencies

Strong attention to detail and accuracy in documentation and data entry

Excellent organizational and time-management skills

Effective communication and vendor coordination abilities

Ability to manage multiple priorities in a fast-paced environment

Analytical problem-solving skills for discrepancy resolution

Proficiency in Microsoft Excel and procurement systems

Ability to work both independently and collaboratively across departments

Working Conditions

Primarily office-based with regular interaction with operations and warehouse teams

Occasional involvement in material coordination or on-site support activities

Frequent communication with suppliers and internal stakeholders

Key Performance Indicators (KPIs)

Purchase order accuracy and processing efficiency

Timeliness of order placement and follow-up

Invoice matching accuracy and discrepancy resolution time

Supplier on‑time delivery and responsiveness

Internal stakeholder satisfaction

Support effectiveness for Purchasing Manager coverage

Reporting Structure

Reports to:

Purchasing Manager

Works closely with:
Operations, Finance, Warehouse, and Project Teams

$42,000 - $65,000 annual salary

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