Purchasing Coordinator

Purchase Order and Contract Support

Receive, review, and process purchase order requests for Manufacturing, Packaging, Warehouse, Engineering and Maintenance, Operational Technology, and Facilities departments.
Ensure purchase order requests contain complete and accurate information before submitting them for approval and processing.
Monitor purchase order activity and provide timely status updates to requestors and department stakeholders.
Assist with the preparation, renewal, updating, and tracking of vendor contracts supporting manufacturing, preventive maintenance, facilities, engineering, and related operational services.
Support the processing and tracking of approximately 200 blanket purchase orders and not-to-exceed agreements.
Maintain accurate logs of purchase orders, blanket purchase orders, not-to-exceed agreements, contract renewals, expiration dates, approvals, and outstanding action items.
Follow up with requestors, approvers, Procurement, Finance, and vendors to resolve missing information, processing delays, or discrepancies.
Help ensure purchasing requests are completed accurately and within required timelines.
Place inventory, office supply, operational supply, and other departmental orders as needed.
Vendor Administration

Facilitate the onboarding of new vendors and suppliers by collecting required documentation and coordinating internal approval steps.
Communicate with vendors regarding onboarding requirements, qualifications, documentation, purchase orders, and contract-related information.
Maintain and update the department’s vendor and supplier qualification tracker in Smartsheet.
Monitor vendor qualification status, required documentation, approval dates, renewals, and expiration dates.
Follow up with vendors and internal stakeholders to obtain incomplete or expired documentation.
Maintain positive, professional relationships with suppliers and internal business partners.
Escalate vendor qualification, documentation, or purchasing concerns to the appropriate department representative.
Records and Database Management

Create and maintain complete electronic purchasing and contract files using M-Files.
Ensure purchase orders, agreements, vendor records, approvals, correspondence, and supporting documentation are filed accurately and consistently.
Maintain departmental databases and tracking systems for purchase orders, facilities requests, telephone information, vendor records, and related operational activities.
Perform routine data audits to verify that records are complete, accurate, and current.
Update spreadsheets, trackers, and databases promptly as requests progress through the purchasing and approval process.
Protect confidential company, vendor, financial, and operational information.
Manufacturing Operations Support

Provide day-to-day administrative support to multiple departments within Manufacturing Operations.
Coordinate activities and communications among Manufacturing, Packaging, Warehouse, Engineering and Maintenance, Operational Technology, Facilities, Procurement, Finance, and external vendors.
Respond to questions regarding purchasing requests, vendor status, documentation, and departmental processes.
Monitor shared inboxes, request queues, spreadsheets, and tracking tools to ensure requests are acknowledged and addressed promptly.
Assist with scheduling meetings, preparing reports, organizing documentation, and following up on action items.
Anticipate administrative needs and identify opportunities to improve the accuracy and efficiency of departmental processes.
Maintain effective working relationships with more than 90 cross-functional team members.