Purchasing Coordinator

This is a fully remote position, open to applicants in Philippines, +2 more countries.

📋 Description

• Manage the operational aspects of each purchase order for two buyers.

• Create price approval and wire approval packets based on buyer deal sheets.

• Attach the appropriate supporting documents to approval requests.

• Track and follow up on open approvals using a tracking system.

• Submit item setup and vendor setup requests to the ERP partner.

• Gather UPCs, packaging and master carton dimensions and weights, box photos, W-9 forms, resale certificates, and compliance documents from vendors.

• Submit and verify details of purchase order requests, including vendor, freight, payment, warehouse, sales group, and customer information.

• Review draft purchase orders meticulously and approve or request necessary corrections.

• Organize retroactive purchase orders for card and marketplace transactions.

• Compile wire requests that include approval, purchase order, proforma invoice, and paying account information.

• Contact vendors to confirm banking details prior to wire submission.

• Communicate wire confirmations and follow up on shipping dates, tracking, invoices, and routing forms.

• Collaborate with logistics to arrange pickups and monitor orders until receipt.

• Reconcile received quantities against paid quantities and identify any discrepancies.

• Draft short-ship or damage notices for buyer review.

• Collect invoices for accounting purposes and maintain organized, up-to-date records.

• Successfully complete a 30-day paid pilot by independently managing the entire purchase order chain on a new order and keeping the open-items tracker updated.

⛳️ Requirements

• A minimum of 2 years of hands-on experience in purchasing operations, order administration, supply chain administration, or accounts payable support for a distributor, e-commerce seller, or trading company.

• Direct experience managing purchase orders within an ERP or order management system, such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo.

• Solid understanding of purchase orders, proforma invoices, freight terms, and payment terms.

• Proficient written English with no need for review; capable of writing for US vendors and finance staff.

• Confident spoken English suitable for calling US vendors to confirm banking information.

• Advanced skills in Excel and Google Sheets, including lookups, clean table formatting, and reconciling lists.

• Ability to maintain trackers, close loops independently, and identify delays in item processing.

• Attention to detail in handling numbers and attachments.

• Availability Monday through Friday, with at least 6 hours of overlap during 8 AM to 6 PM US Pacific Time.

• An updated resume is required for application.

• A 5-minute Loom video showcasing a personally managed purchase order or vendor onboarding from request to receipt, including a tracker and an example of identifying an error.

• Only candidates who submit a Loom video will move forward in the hiring process.

🏝️ Benefits

• Compensation in USD, paid bi-monthly (on the 15th and 30th).

• Paid Time Off in accordance with company policy.

• Observance of holidays as per company guidelines.

• Fully remote work arrangement.

• Direct communication with two buyers and a small, dynamic leadership team.

• Provided with a written six-step standard operating procedure and email templates.

• 30-day paid pilot for shortlisted candidates.