Purchasing Coordinator

Job Purpose  

The Purchasing Coordinator supports the purchase order lifecycle by executing transactional,  administrative, and system-based tasks to maintain accurate purchase orders, item receipts,  and inventory records. This role focuses on PO processing, receiving follow-up, discrepancy  identification, and reporting, escalating issues to Buyers or the Purchasing Manager as  required. The Coordinator contributes to inventory integrity and procurement efficiency through accurate data entry, follow-up, and reporting. 

Responsibilities  

Purchasing Operations  

• Monitor open purchase orders daily and follow up on receipts and outstanding deliveries,  escalating delays or issues as required. 

• Confirm shipment arrivals and receiving completion in alignment with purchase order  terms. 

• Update purchase order status in ERP or inventory systems, including processing receipts,  closures, and adjustments based on approved information. 

• Identify, document, and escalate discrepancies between purchase orders, shipments, and  invoices. 

• Liaise with warehouse staff to collect and reconcile delivery and receiving information  with PO records. 

• Maintain accurate purchase order tracking logs and supporting documentation. 

• Occasionally create purchase orders in the system according to established processes and  system rules, in place of Buyers, as directed. 

Inventory Support  

• Verify that received quantities match ordered and invoiced quantities and flag discrepancies. 

• Support the resolution of receiving discrepancies and product condition issues in  collaboration with warehouse teams. 

• Assist in maintaining accurate inventory records by processing adjustments and returns  as instructed. 

• Support cycle counts and physical inventories by preparing documentation and reports. 

• Prepare and distribute stock availability and inventory-related reports as required. 

Administrative and Reporting Duties  

• Generate standard reports on purchase order aging, closures, and inventory variances  for review by Buyers and Management. 

• Support Finance by providing invoice-matching documentation and purchase order  data for payment processing. 

• Maintain document retention and digital record-keeping in alignment with internal  audit standards. 

• Participate in continuous improvement initiatives by providing feedback on recurring issues and manual processes. 

Competencies and Person Specification  

The role of the Purchasing Coordinator requires:  

• Communication – clear communication skills, especially with Head Office Managers  

• Time Management – the ability to manage and use one's time effectively or productively

• Team Player – a Team Player at purchasing level and at the Company level  

• Drive – a high degree of self-motivation and the ability to motivate others  

• Dependability – a high degree of reliability, responsibility, dependability and the ability to  fulfill obligations in a timely manner  

• Initiative – a willingness to take on responsibilities and challenges in a proactive manner

• Self-Assessment – the ability to handle feedback and constructive criticism  

• Problem Solving Skills - can solve and make decisions even under pressure  

• Interpersonal Skills – ability to interact with others in a positive manner  

Key Relationships  

This person reports directly to the Purchasing Manager  

Other key relationships are:  

• Managers of Head Office in all departments  

• Warehouse Manager & Senior Receiving Specialist  

• Buyers  

Physical Requirements and Working Conditions  

• Majority of time sitting in front of a computer  

• Standing and walking for minimal parts of the shift  

• Must be able to lift up to 25 lbs or more  

• Effective communication with colleagues  

Qualifications  

• Post-secondary education or currently completing studies in Business, Supply  Chain, or related field  

• Proficient in Microsoft Office (Excel: VLOOKUP, Pivot tables, etc.)  

• 0–1 year experience in purchasing, inventory, administration, or data support (co-op/internship acceptable; retail environment preferred)