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.

• 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

• 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

• 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

• 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

• 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

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

• 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

• 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

• 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

• 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

• Reports to:
  
  Purchasing Manager
• Works closely with:
  Operations, Finance, Warehouse, and Project Teams

$42,000 - $65,000 annual salary