Purchasing Coordinator

Summary

The Purchasing Coordinator is responsible for managing the procurement of indirect materials, consumables, and operational supplies to support business operations across multiple locations. This role coordinates purchase orders, maintains supplier relationships, monitors inventory levels, and ensures timely delivery of materials while supporting departmental purchasing needs. The Purchasing Coordinator will support administrative tasks in the front office including mail distribution, scanning, filing, and other administrative tasks as needed. 

Essential Duties and Responsibilities

• Procure indirect materials, consumables, office supplies, maintenance spare parts, services, and other operational requirements for multiple locations.
• Create, issue, and manage purchase orders within the ERP system accurately and timely.
• Monitor open purchase orders and expedite deliveries as necessary.
• Obtain quotations and compare pricing from suppliers.
• Ensure purchasing activities comply with company policies and procedures.
• Maintain accurate purchasing records and documentation.
• Manages mailing system with USPS and other outgoing packages/documents.
• Support receiving activities and coordinate distribution of incoming materials when required.
• Maintain purchasing files, records, and supporting documentation.
• Assist with invoice discrepancies and vendor inquiries.
• Support mail distribution, scanning, filing, and other administrative tasks as needed.
• Participate in departmental and cross-functional meetings.
• Responds to customer inquiries and complaints. Escalates and routes to appropriate individuals to resolve.
• Serve as the primary point of contact for assigned suppliers.
• Follow up on order confirmations, delivery schedules, and shipment status.
• Resolve supplier issues related to pricing, quality, shortages, and delivery performance.
• Assist in evaluating supplier performance and identifying opportunities for improvement.

Qualifications

The ideal candidate is highly organized, detail-oriented, and capable of working effectively with suppliers and internal stakeholders to ensure materials are available when needed and purchased at competitive prices.

Education and/or Work Experience

• 2+ years of purchasing, procurement, customer service, or administrative experience preferred.
• Manufacturing or industrial environment experience preferred.
• Experience using ERP systems such as Infor M3, SAP, Oracle, or similar systems preferred.

Technical Skills/Physical Requirements

• Strong organizational and time-management skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel.
• Ability to build productive relationships with suppliers and internal customers.
• Problem-solving and decision-making skills.

Travel:

• Purchasing Coordinator will work with location in Western PA and Travel outside this area is not required