Purchasing Coordinator Sample Job Descriptions

We’re looking for a motivated and hard-working purchasing coordinator to work at [Your Company Name]. The purchasing coordinator will be in charge of ensuring that the goods and products needed for the functioning of [Your Company Name] are purchased on time and at the quantity needed. You will be responsible for contacting suppliers, negotiating deals and expiring contracts, and more. A bachelor’s degree in finance or supply chain management is preferred. This position is part-time with the potential to expand to full-time in the future. Although not required, having previous experience in this line of work is a benefit. If this job sounds interesting to you, and you are willing to put in the effort and time in order to be successful, please apply!

Typical duties and responsibilities

• Assess products, services, and vendors 
• Develop and implement recommendations for supply chain management optimization 
• Negotiate pricing and sourcing details with vendors
• Conduct product and service quality appraisal 

Education and experience

This position requires a bachelor’s degree in finance, supply chain management, or another business-related field. Many employers prefer candidates who have procurement experience or certifications. 

Required skills and qualifications

• Strong analytical, decision-making, and negotiation skills 
• Ability to build and maintain relationships with clients and vendors 
• Solid interpersonal and communication skills, both verbal and written 
• Ability to multitask and manage multiple deadlines 
• Proficiency with Microsoft Office Suite tools and other software as required 

Preferred qualifications

• 3+ years of supply management experience
• Excellent written and communication skills
• Bachelor’s degree in related field
• Previous experience managing purchase orders
• Knowledge of Shopify
• Ability to quickly identify product

This position provides support to the logistics department through the processing of daily transactions and assisting in the processing of data critical to business operations.

Essential duties and responsibilities

• Reconcile customer material billing
• Maintain daily inventory reconciliations
• Reconcile invoice to purchase order price variances
• Process purchase requisitions and purchase orders
• Track and report material backorders from vendors
• Analyze data and forecast requirements with vendors
• Set up, plan, and coordinate with vendors
• Maintain and create detailed reports
• Track and trace freight
• Perform internal inventory audits
• Complete ad hoc reporting and data entry as needed
• Other duties as assigned

Experience and education

• Two years of purchasing/logistics experience preferred
• Associate’s degree (A.A.) or equivalent from a two-year college or technical school

Technical skills

• Wireless telecom or utility construction industry experience preferred
• Computer and Microsoft Office proficiency
• Ability to utilize an inventory management system

Soft skills

• Highly organized and detail oriented
• Ability to work independently with minimal supervision
• Strong verbal and written communication skills
• Ability to multitask and work in a fast-paced environment under tight deadlines
• Ability to think analytically, apply sound judgment, and solve problems

Physical requirements

• Must be able to pass pre-employment screening that includes background and drug testing
• Must have a valid driver’s license and a driving record that meets Company requirements
• Ability to work in various settings with moderate to loud noise levels
• Ability to sit at a desk for 6-8 hours a day
• Ability to work on a computer for 6-8 hours a day
• May be required to work long and unpredictable hours, including weekends

Summary of position:

The primary role of the Purchasing Coordinator is to support the purchasing and construction departments to deliver homes on time, on quality, and on budget. Ensure that all contractors and vendors are approved to work and contracted to build homes at competitive prices that meet predetermined schedules and quality expectations. Ensure that ABC Company is 100% accurate and updated.

Essential duties and responsibilities:

• Set up new vendor and trade packages
• Send DocuSign pricing agreements to trade partners and file in the database
• Assist Purchasing Manager in recruiting new vendors and trade partners
• Assist accounting with any outstanding payment issues
• Assist with architectural and structural plan updates from the field
• Create and revise purchase orders in Company Enterprise for new starts and changes
• Analyze purchase orders on job start report and revise if necessary
• Perform record retention duties
• Maintain rebate-tracking systems
• Review and price lot-specific changes and coordinate with construction/trades/sales
• Assist with the creation and maintenance of specification documents
• Perform related administrative and clerical duties as assigned

Experience, skills, and knowledge:

• Associate degree preferred
• Strong Excel skills required; strong computer skills and willingness to learn new software
• Residential construction knowledge
• Exceptional communication skills – both written and verbal
• Self-motivated with attention to detail; positive attitude, and ability to work as a team member
• Strong organizational skills and time management skills
  

Work environment:

• The work environment is representative of an office/field setting
• The noise level in the work environment is usually quiet to moderate
• Reasonable accommodations can be made to enable employees with disabilities to perform the described essential functions of the job

Physical demands:

While performing the responsibilities of the job, the employee is required to talk and hear. Vision abilities required by the job are close vision. The employee is often required to sit and use their hands and fingers to handle, feel, and operate office equipment such as a computer, copier, and office supplies. You may be asked to drive for this position. In addition, the employee is occasionally required to stand, walk, reach with their arms and hands, and stoop, kneel, or crouch. Reasonable accommodations can be made to enable employees with disabilities to perform the described essential functions of the job.

Responsible for maintaining accurate and timely purchase order processing. Monitor stock levels and reorder merchandise to ensure proper levels. Support sales staff to process special orders and research products for customers. Serve as primary contact for associates with product and order status questions.

Primary tasks & responsibilities

• Creates accurate purchase orders by verifying specifications and pricing on a project and regular stock products. Submits all purchase orders created to vendors and follows up to ensure receipt
• Researches purchase order discrepancies to identify root causes and develop action items to resolve
• Verifies all requisitions have been converted to purchase orders to fulfill orders and install dates
• Enters backorders and communicates backorder status regularly with teams. Coordinates substitute items to meet customer needs and timelines
• Ensures all products are purchased within correct price guidelines and with any and all applicable discounts. Escalates pricing discrepancies found between vendor order acknowledgments
• Enters order acknowledgments and expected delivery dates from vendors on submitted orders. Handles vendor returns, aged inventory and canceled orders. Coordinates resolution on issues with suppliers such as over or under orders
• Assists with training new and existing associates. May work on more complex or challenging accounts
• May work with customers on claims processing to recover material and/or labor cost on defective items.

Work environment

• Most of the time is spent sitting or standing in the same location or there may be a need to stoop regularly or move/lift light material or equipment (typically less than 8 pounds)
• Located in a comfortable indoor area. Any unpleasant conditions would be infrequent and not objectionable.

Education & experience

• A High School Diploma or GED required
• Specialized skills training/certification may be required
• Generally, 2-5 years of experience in area of responsibility
• SAP experience is not required, but is preferred
• Familiarity with vendor systems and ordering processes
• Must pass work eligibility requirements