Purchasing Coordinator

Responsibilities

• Track shipment routing activity for key retail orders and follow up on delivery movement to keep distribution timelines on schedule.
• Convert item quantities into pack-based units for accurate order setup within internal order management platforms.
• Prepare and distribute warehouse documents such as pick tickets and shipment labels so fulfillment teams can process outgoing orders correctly.
• Maintain shipping order data in spreadsheets and internal records to support coordination across departments and external partners.
• Process sales invoices, record purchasing transactions, and receive corresponding entries in QuickBooks with careful attention to supporting details.
• Create customer-facing shipping paperwork, including invoices, packing lists, and bills of lading, to ensure complete and accurate outbound documentation.
• Request transportation quotes from third-party logistics providers and compare options to support efficient freight planning.
• Generate advance shipment notices, standardized shipping labels, and shipment manifests with tracking information for customer delivery updates.
• Organize and retain signed freight documents and proof-of-delivery records for audit readiness and shipment verification.
• Research and respond to chargeback issues from customers or retail partners by gathering documentation and supporting dispute resolution efforts.

Requirements

• Experience supporting purchasing, order administration, or logistics coordination in a fast-paced business environment.
• Working knowledge of purchase orders, purchase requisitions, shipping documentation, and freight carrier coordination.
• Proficiency in Microsoft Excel for tracking orders, maintaining shipment records, and managing transactional data.
• Experience using QuickBooks or similar accounting software for invoice entry, purchase order processing, and receiving activities.
• Familiarity with ERP or order management systems, including Dynamics NAV or comparable platforms.
• Strong attention to detail with the ability to manage documentation accurately across multiple orders and shipments.
• Effective communication skills to coordinate with warehouses, carriers, customers, and internal teams.
• Ability to prioritize competing tasks and maintain organized records in a contract-based role.

Qualifications

• Detail-oriented with strong organizational skills.
• Ability to manage multiple tasks simultaneously.
• Knowledge of basic accounting principles and practices.
• Experience with inventory management systems.
• Basic understanding of supply chain management concepts.