Purchasing Coordinator

Position Summary

The Purchasing Coordinator is responsible for facilitating the procurement of materials, supplies, and equipment necessary to support manufacturing operations. This role ensures timely purchasing, accurate inventory management, and effective supplier communication while maintaining data integrity within the ERP system. The Purchasing Coordinator Will support production planning by tracking purchasing needs, communicating material status, and escalating potential shortages.

This position requires strong analytical skills, attention to detail, and the ability to make informed decisions in a fast-paced manufacturing environment.

Essential Duties and Responsibilities

Purchasing & Procurement

• Generate, process, and manage purchase orders in accordance with production schedules and inventory requirements.
• Monitor purchase order status and proactively follow up with suppliers regarding order confirmations, changes, and delivery schedules.
• Track incoming shipments and verify accuracy against purchase orders.
• Manage backorders and expedite critical components to minimize production delays.
• Request and compile supplier quotations for Buyer or Purchasing Manager review.Maintain accurate purchasing records and documentation within multiple ERP systems/tracking tools.

Inventory Management

• Monitor inventory levels and coordinate replenishment to prevent material shortages and excess inventory.
• Maintain inventory of office supplies and production-related consumables.
• Create and maintain part numbers, product records, tags, and labels used in production.
• Identify inventory trends and recommend improvements to purchasing practices and stock levels.
• Recommendations given to and approved by Buyer and Purchasing Manager

Supplier & Vendor Management

• Maintain approved vendor lists and supplier records.
• Develop and maintain positive working relationships with suppliers.
• Communicate effectively with vendors to resolve order discrepancies, shipment delays, pricing issues, and quality concerns.
• Assist in evaluating supplier performance related to delivery, responsiveness, and reliability.

Data Analysis & Reporting

• Perform daily production data entry and maintain accurate purchasing and inventory records.
• Prepare purchasing, inventory, and supplier data summaries to help identify trends, shortages, and improvement opportunities.Prepare reports and assist management with purchasing metrics, inventory analysis, and operational decision-making.
• Ensure data accuracy across ERP and inventory management systems.

Cross-Functional Support

• Collaborate with Production, Operations, Engineering, and Accounting to support manufacturing schedules and material availability.
• Assist with continuous improvement initiatives related to purchasing, inventory control, and workflow efficiency.
• Perform additional duties as assigned to support departmental and organizational objectives.

Qualifications

Required

• High school diploma or equivalent; associate degree in Business, Supply Chain, or a related field preferred.
• Previous experience in purchasing, procurement, inventory control, or manufacturing operations.
• Experience working within an ERP system (such as Oracle, SAP, Sage, Prophet 21 (P21), or similar).
• Proficiency in Microsoft Excel and Microsoft Office applications.
• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• High level of attention to detail and accuracy.

Preferred

• Experience in a manufacturing environment.
• Experience analyzing purchasing, inventory, or production data.
• Knowledge of inventory management and purchasing best practices.

Core Competencies

• Critical thinking and analytical problem solving
• Sound judgment within established purchasing procedures and escalation guidelines.Strong organizational and time management skills
• Effective communication and supplier relationship management
• Adaptability in a fast-paced manufacturing environment
• Initiative and continuous improvement mindset
• Accuracy and attention to detail
• Collaboration and teamwork

Physical Requirements

• Ability to sit, stand, and use a computer for extended periods.
• Occasionally lift or move office materials and supplies up to 25 pounds.
• Ability to move throughout the manufacturing facility as needed.

Success in This Role

A successful Purchasing Coordinator demonstrates ownership of the purchasing process by anticipating material needs, proactively resolving supply issues, maintaining accurate purchasing and inventory data, and using analytical thinking to support efficient manufacturing operations. This individual contributes to operational success by ensuring materials are available when needed while identifying opportunities to improve purchasing efficiency, supplier performance, and inventory management.