PURCHASING & MATERIALS COORDINATOR

Position Overview

Purchasing & Materials Coordinator - Entry-Level Were seeking a detail-oriented recent graduate to centralize all purchasing for our plant operations. In this role youll develop and manage purchasing systems in partnership with the CFO, control the full procurement cycle from purchase order through invoice matching, and oversee the supply cage for incoming and outgoing materials. Youll also maintain our asset tagging system-applying tags, updating the master list, and verifying accuracy during scheduled preventive maintenance. The position offers strong opportunities for growth as you identify cost-saving opportunities through better sourcing and vendor negotiations.

Key Responsibilities

1. Purchase Request Validation & Order Execution

• Centralize and manage all plant purchasing by developing and owning procurement systems in close partnership with the CFO, ensuring consistent processes across operations.
• Own the full purchase-to-pay cycle, from creating and issuing purchase orders through three-way invoice matching to verify what was ordered, received, and billed.
• Control the supply cage by managing all incoming and outgoing materials, maintaining accurate inventory records, and ensuring timely availability for plant needs.
• Manage the asset tagging system by applying tags to equipment, documenting additions and changes, and maintaining an accurate master asset list through routine preventive maintenance checks.
• Identify and drive continuous improvement by analyzing spending patterns, optimizing purchases, and negotiating better pricing and terms on tracked items to reduce costs.
• Build strong supplier relationships, track deliveries, resolve discrepancies, and prepare reports on purchasing activity and cost performance for leadership.

2. Approved Vendor List & Contract Administration

• Maintain the Approved Vendor List (AVL); ensure all active vendors are qualified, current on insurance/compliance documentation, and properly set up in Ramp.
• Route credit applications to Accounts Payable for completion and return to prospective vendor.
• Onboard new vendors when operationally required: collect W-9, insurance certificates, ACH payment instructions and any EHS or regulatory documentation before the first PO is placed.
• Administer existing supply agreements - track pricing, minimum order quantities, payment terms, and expiration dates; alert management to renewals or changes needed.
• Obtain three competing quotes for non-contracted purchases above the applicable spend threshold; document the award decision and pricing rationale.
• Maintain organized records of contracts, pricing schedules, and vendor contact information so any team member can locate current purchasing terms quickly.

3. Vendor Performance & Issue Resolution

• Monitor vendor on-time delivery, fill rates, and pricing accuracy on a day-to-day basis; log exceptions and follow up promptly to resolve issues.
• Communicate delivery delays or quality rejections to the Materials Manager immediately so operations can adjust without unplanned downtime.
• Track and resolve incorrect invoices, overcharges, and pricing discrepancies; document corrections and verify credits are received.
• Flag vendors with recurring delivery or quality problems; escalate to management with supporting data and a recommended corrective action.
• Ensure all active vendors maintain current safety data sheets (SDS), insurance certificates, and regulatory compliance documentation on file.

4. Coordination with Materials Manager

• Align daily with the Materials Manager on upcoming material needs, reorder points, and urgent replenishment requirements.
• Review the materials requirement plan weekly to anticipate purchase requests and avoid emergency or expedited orders that carry premium costs.
• Communicate lead times, pricing changes, and vendor availability constraints so the Materials Manager can adjust inventory and production plans accordingly.
• Coordinate with Operations to confirm receipt, quality, and correct delivery of goods against the PO before invoice approval.

5. Compliance & Documentation

• Ensure all purchases comply with regulations governing hazardous materials, chemical purchasing, DOT transport, and battery-related environmental requirements.
• Maintain complete and organized procurement records: purchase requests, approval documentation, POs, receiving confirmations, invoices, and vendor qualification files.
• Confirm that no PO is placed without documented approval per BWM purchasing policy; maintain the approval log for audit purposes.
• Support regulatory audits and internal reviews with timely, well-organized procurement documentation.
• Uphold BWM ethical sourcing standards and supplier code of conduct in all vendor interactions.

6. Cost Control & Reporting

• Check every purchase request against the approved budget line before issuing a PO; do not place orders for unbudgeted items without written management approval.
• Track actual spend vs. budget weekly at the category and line-item level; report variances to the Director of Operations Manager and Finance with a brief explanation.
• Identify cost-saving opportunities on a continuous basis: consolidating orders, negotiating volume pricing, switching to equivalent lower-cost alternatives, and eliminating unnecessary purchases.
• Document all realized savings with the original price, new price, annual volume, and methodology so savings are verifiable and reportable.
• Produce a weekly procurement summary covering POs issued, spend by category, open PO status, budget variance, and any pricing or vendor issues requiring management attention.

7. Leadership & Collaboration

• Work closely with Operations, Materials, EHS, and Finance on a daily basis to align purchasing activity with plant needs and spending limits.
• Coordinate with Accounts Payable to ensure invoices are approved and paid on schedule; resolve disputes before they age past terms.
• Communicate proactively when supply issues, price changes, or budget pressures require a quick decision from management.

Qualifications

Required

• Bachelor's degree in business, Supply Chain, Accounting, Operations, or a related field.
• Hands-on purchasing or procurement experience in a manufacturing, industrial, or chemical processing environment focused on transactional execution.
• Demonstrated track record in day-to-day purchasing execution, vendor management, and cost reduction.
• Strong attention to detail and organizational skills with the ability to manage multiple priorities.
• Proficiency in Microsoft Excel and basic data analysis for tracking purchases and costs.
• Excellent written and verbal communication skills for working with vendors, the CFO, and plant teams.
• Eagerness to learn procurement systems, inventory processes, and continuous improvement methods.

Preferred

• Experience with purchase order management, three-bid processes, and vendor qualification in an industrial setting.
• Experience with battery feedstock, hazardous materials, or regulated chemical procurement.
• Familiarity with ERP or procurement platforms (ideally NetSuite).
• Background in battery manufacturing, lithium-ion recycling, or electrochemical processing supply chains.
• Experience working in a fast-paced, multi-category purchasing role where accuracy, speed, and cost consciousness are equally important.