Torchora
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Key Responsibilities and Required Skills for a Procurement Coordinator

💰 $45,000 - $65,000

ProcurementSupply ChainOperationsLogistics

🎯 Role Definition

We're looking for a highly organized and driven Procurement Coordinator to become a vital part of our dynamic supply chain team. In this role, you will be the operational backbone of our procurement function, ensuring a seamless flow from purchase requisition to final delivery. You will collaborate closely with internal stakeholders and external suppliers to acquire necessary materials and services, focusing on optimizing cost, quality, and delivery timelines. This position is perfect for someone who thrives in a fast-paced environment, possesses a keen eye for detail, and is eager to contribute directly to our company's efficiency and bottom line. You will be instrumental in maintaining strong vendor partnerships and upholding our procurement policies and standards.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Procurement Assistant or Purchasing Clerk
  • Administrative Assistant with purchasing responsibilities
  • Logistics or Inventory Coordinator

Advancement To:

  • Procurement Specialist or Buyer
  • Senior Procurement Coordinator
  • Supply Chain Analyst or Planner

Lateral Moves:

  • Contracts Administrator
  • Logistics Coordinator
  • Inventory Analyst

Core Responsibilities

Primary Functions

  • Manage the end-to-end purchase order (PO) lifecycle, from creation and issuance to tracking, and final closure in our ERP system.
  • Serve as the primary point of contact for vendor communications, addressing inquiries, resolving issues, and building strong, collaborative supplier relationships.
  • Proactively track and expedite open purchase orders to ensure on-time delivery of goods and services, communicating any delays to relevant internal teams.
  • Meticulously review and resolve discrepancies between purchase orders, invoices, and received goods, collaborating with Accounts Payable and warehouse teams.
  • Maintain and update procurement records, including vendor information, pricing agreements, and product specifications, ensuring data integrity.
  • Assist senior buyers and managers in the Request for Quotation (RFQ) and Request for Proposal (RFP) processes by gathering requirements and consolidating supplier responses.
  • Identify and source potential new suppliers, conducting initial research to evaluate their capabilities, pricing, and reliability.
  • Conduct basic price negotiations with suppliers for non-contracted goods and services to achieve cost savings and favorable terms.
  • Monitor inventory levels for key materials and supplies, generating purchase requisitions as needed to prevent stockouts.
  • Generate and analyze procurement reports on key metrics such as supplier performance, spend analysis, and cost savings.
  • Ensure all purchasing activities are conducted in strict compliance with company policies, ethical standards, and legal requirements.
  • Onboard new vendors by collecting necessary documentation (W-9, insurance certificates, etc.) and setting them up in the company's financial systems.
  • Coordinate logistics with suppliers and freight carriers to schedule shipments and track inbound materials through to receipt.
  • Support the evaluation of supplier performance through data collection on quality, delivery, and overall service levels.
  • Liaise with various internal departments, including Engineering, Operations, and Finance, to understand their procurement needs and ensure alignment.

Secondary Functions

  • Assist in the administration and management of supplier contracts, tracking key dates, renewals, and compliance with terms.
  • Support the continuous improvement of procurement processes and systems by identifying inefficiencies and recommending solutions.
  • Participate in periodic supplier audits and business reviews to support long-term partnership development.
  • Manage the process for returning defective or incorrect goods to suppliers, ensuring timely issuance of credits or replacements.
  • Provide administrative support to the procurement department, including scheduling meetings, preparing presentations, and managing correspondence.
  • Support ad-hoc data requests and exploratory analysis to uncover cost-saving opportunities or supplier risks.
  • Contribute to the organization's sustainability goals by identifying and engaging with eco-friendly suppliers and products.

Required Skills & Competencies

Hard Skills (Technical)

  • ERP/MRP Systems Proficiency: Hands-on experience with systems like SAP, Oracle, NetSuite, or similar enterprise resource planning software.
  • Advanced Microsoft Excel: Demonstrated ability to use pivot tables, VLOOKUPs, and other advanced functions for data analysis and reporting.
  • Purchase Order Management: Deep understanding of the full Procure-to-Pay (P2P) cycle.
  • Vendor Sourcing & Evaluation: Skill in identifying and conducting initial vetting of potential suppliers.
  • Data Analysis & Reporting: Ability to interpret purchasing data to generate insightful reports on spend, performance, and trends.
  • Supply Chain Fundamentals: Solid knowledge of basic supply chain, logistics, and inventory management principles.

Soft Skills

  • Strong Negotiation & Persuasion: Ability to negotiate pricing and terms effectively to achieve favorable outcomes.
  • Exceptional Communication: Clear and professional written and verbal communication skills for interacting with internal teams and external vendors.
  • Meticulous Attention to Detail: A sharp eye for accuracy in purchase orders, invoices, and data entry to prevent costly errors.
  • Problem-Solving Acumen: Proactive in identifying issues, analyzing root causes, and implementing effective solutions.
  • Organizational & Time Management: Superior ability to prioritize multiple tasks and manage deadlines in a fast-paced environment.
  • Relationship Building: A natural ability to build and maintain positive, productive relationships with suppliers and colleagues.

Education & Experience

Educational Background

Minimum Education:

  • Associate's Degree or a High School Diploma with equivalent professional experience.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Supply Chain Management
  • Business Administration
  • Logistics or Operations Management
  • Finance

Experience Requirements

Typical Experience Range:

  • 2-4 years of direct experience in a procurement, purchasing, or a closely related supply chain role.

Preferred:

  • Experience within a manufacturing, technology, or CPG (Consumer Packaged Goods) environment is highly advantageous.
  • Professional certification such as CPSM (Certified Professional in Supply Management) or similar is a plus.
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