Purchasing and Shipping Support Coordinator

Purchasing and Shipping Support Coordinator

The Purchasing and Shipping Support Coordinator is an entry‑level position responsible for providing administrative, clerical, and transactional support to the Purchasing and Shipping & Receiving teams. This position supports basic purchasing activities and shipping administration
, with a significant focus on freight bill auditing and invoice processing
. The role spends approximately 50% of its time supporting purchasing activities and 50% supporting shipping, freight billing, and order processing activities
. Work is performed using established procedures, systems, and work instructions under the direction of Purchasing and Shipping leadership.

Primary Responsibilities:

• Monitor lunchroom and office supply inventory levels; prepare and execute purchases following established approval processes.
• Enter purchasing‑related data into Net Suite, including purchase requests, receipts, and supporting documentation, under the direction of the Purchasing team.
• Monitor supplier purchase order acknowledgements and update order status records; follow up on missing acknowledgements as instructed.
• Check statuses on upcoming and open purchase orders using system reports and supplier portals; communicate potential delays or issues to the Purchasing team.
• Assist with assigning shipping and freight charges to purchase order receipts in Net Suite to support accurate cost tracking.
• File, scan, and organize purchasing and receiving documents, including purchase orders, acknowledgements, and packing slips, in accordance with record‑retention requirements.
• Review and manage Outside Service Processes (OSP) purchase orders for products manufactured internally in coordination with the fabrication department.
• Receive, sort, and prepare freight invoices for processing; submit freight bills as individual records in compliance with Accounts Payable requirements.
• Perform freight bill auditing by comparing freight invoices to shipment documentation, purchase orders, and carrier agreements to identify errors such as duplicate charges, incorrect accessorial charges, rate discrepancies, or billing mismatches.
• Document freight invoice discrepancies and route issues to appropriate Purchasing, Shipping, or Accounting personnel for resolution.
• Track freight invoices through resolution to ensure timely correction, credit, or approval for payment.
• Maintain organized freight audit records, invoice documentation, and supporting files to support internal controls and audit readiness.
• Complete, file, scan, and maintain all required shipping paperwork, freight invoices, and packing slips to ensure documentation accuracy and compliance.
• Provide general administrative and clerical support to the Purchasing, Shipping & Receiving team as workload requires.
• Support outbound shipping activities as needed by preparing shipping paperwork and labels, confirming shipments in Net Suite, verifying order accuracy, and assisting with packaging tasks in accordance with customer and carrier requirements.
• Perform other duties and special projects as assigned.

Qualifications and Skills:

• High school diploma or GED required.
• Previous shipping and/or receiving experience preferred.
• Computer proficiency; working knowledge of Microsoft Outlook, Word, and Excel.
• Ability to safely operate basic warehouse equipment such as a pallet jack, two‑wheel cart, staple gun, order picker, and manual bander (training provided as required).
• Ability to work independently while following established procedures and work instructions.
• Ability to perform repetitive tasks with a high level of accuracy and attention to detail.
• Must be able to lift up to 50 pounds
  .
• Reliable attendance and ability to work effectively as part of a team.
• Must be legally authorized to work in country of employment without sponsorship for employment visa status.

Reporting Relationship:

• Purchasing Manager (with day‑to‑day direction from Shipping & Receiving Manager)

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. While performing the duties of this job, the employee is frequently required to sit; talk or hear; and use hands to handle, or touch objects or controls.

Must be able to lift up to 50 pounds repeatedly and stand for 8 to 10 hours per day and stay focused on repetitive tasks. The employee is regularly required to stand and walk. On occasion, the incumbent may be required to stoop, bend or reach above the shoulders.

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, disability, veteran status, national origin or other legally protected classifications.