Purchasing Coordinator

Position Summary

The Purchasing Coordinator supports procurement operations by managing purchase orders, maintaining vendor relationships, and ensuring compliance with contract and insurance requirements. This role ensures purchasing accuracy, enforces vendor standards, and supports efficient and controlled procurement processes across the organization.

  Key Responsibilities

  Purchase Order Management

- Create and maintain purchase orders in the ERP system, ensuring accuracy in pricing, quantities, coding, and approvals

- Review purchase requests for completeness and compliance with company policies

- Monitor open purchase orders and follow up on discrepancies, delays, or missing documentation

- Ensure proper audit trail and documentation for all purchasing transactions

Vendor & Preferred Vendor Management

- Maintain and update the approved/preferred vendor list

- Support onboarding of new vendors, including system setup and documentation collection

- Serve as a point of contact for vendor inquiries and issue resolution

- Guide internal teams toward use of preferred and approved vendors

Contracts & COI Compliance

- Ensure required vendor contracts are executed and maintained on file

- Track and maintain Certificates of Insurance (COIs) for applicable vendors

- Monitor expiration dates and proactively follow up to ensure continuous compliance

- Support enforcement of company procurement and contractor engagement policies

Controls & Process Support

- Ensure purchase orders are coded correctly (location, department, item/account)

- Identify and resolve discrepancies between purchase orders, invoices, and receipts

- Support process improvements to enhance procurement accuracy and efficiency

- Assist with audits by providing documentation and reports

Qualifications

- 2–5+ years of experience in purchasing, procurement, or accounts payable

- Experience with ERP systems (NetSuite preferred)

- Strong attention to detail and organizational skills

- Understanding of purchasing workflows and basic accounting concepts

Key Skills

- Detail-oriented and process-driven

- Strong follow-up and communication skills

- Ability to manage multiple priorities

- Vendor coordination and relationship management

- Compliance-focused mindset