Purchasing Coordinator

Job Title:

Purchasing Coordinator

FLSA Status: (not specified)

Department:
Asset Management

Date: 10/11/24

Reports To:

VP of Asset Management

The Purchasing Coordinator/Specialist plays a crucial role in supporting the procurement process and maintaining strong relationships with vendors. This position is responsible for generating and tracking purchase orders, ensuring timely deliveries, and addressing any issues that arise with vendors. The role requires a high level of attention to detail, strong organizational skills, and the ability to effectively communicate with internal teams and external partners.

This is a service-oriented role that involves data entry, research, and coordination with various departments to ensure smooth operations.

• Generate purchase orders for new products, assign vendors, and ensure accurate pricing using the ERP system.
• Confirm purchase order details, including price, SKUs, and lead times, and maintain consistent follow-up with vendors to ensure timely processing and delivery.
• Track purchase orders to ensure they are received by operations and follow up on expired or delayed orders, investigating and resolving issues as needed.
• Address discrepancies such as pricing errors, product numbers, and lead-time adjustments by updating purchase orders and sales orders.
• Maintain and update vendor information, including pricing and SKU details, to ensure accurate product tracking and inventory management.
• Assist with urgent customer and vendor requests, ensuring timely and professional resolution of inquiries and expedited orders.
• Coordinate with the logistics team to ensure smooth delivery of products and resolve any delivery-related issues.
• Manage vendor and supplier contracts, resolve invoice or purchase order issues, and handle pricing discrepancies.
• Prepare weekly and monthly reports on purchasing activities and trends.
• Develop and maintain strong relationships with vendors to support ongoing procurement needs.
• Travel as needed, up to 5%, to support vendor relationships and procurement activities.

• Experience in purchasing, procurement, or a related field, with a focus on customer service, data management, and vendor coordination.
• Experience using database systems and ERP software.
• Proven ability to work independently, taking initiative to resolve issues and complete tasks without repeated prompts.
• Customer service experience, with a positive attitude and a commitment to exceeding expectations.
• Detail-oriented with a proactive approach to identifying and addressing potential issues in the purchasing process.

• Proficiency in MS Office, particularly Excel and PowerPoint, with the ability to quickly learn new software systems.
• Excellent organizational and time management skills, with the ability to handle multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills for effective interaction with vendors and internal teams.
• Ability to manage multiple tasks efficiently and competently in a dynamic environment.

PHYSICAL AND MENTAL

QUALIFICATIONS:

Work Environment:

The statements mentioned here are intended to describe the general functions of the position. This is not intended to be an exhaustive list of all the responsibilities and skills of personnel classified for this position.

Nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this position at any time. This job description is subject to change at any time. I certify that I have read, understood, and received the description. Likewise, I accept that this description does not include all responsibilities and working conditions related to the position. They have been described as the minimum level required to perform the position successfully.

It is the Employee's responsibility to notify the immediate Supervisor of any changes. Management will review the position when functions change substantially and may require that other tasks be performed in accordance with the needs of the business and work area based on the priorities delegated by the Supervisor. This document does not create a relationship or contract of employment.

Diversity ensures the success of our careers, and our lives. AMERICAN FURNITURE RENTAL, INC. is an EEO/Affirmative Action Employer and does not discriminate on the basis of age, race, color, religion, gender, sexual orientation, gender identity, gender expression, national origin, protected veteran status, disability or any other legally protected status.