POSITION: PURCHASING COORDINATOR & ACCOUNTS ASSISTANT 

REPORTS TO:  FINANCIAL CONTROLLER/ADMINISTRATIVE MANAGER 

PURPOSE OF THE POSITION 

The Purchasing Coordinator (PC) is responsible for the assistance with regards to the management of parts and supplies so as to ensure that they are accessible in a timely manner to execute tasks in an efficient and effective manner.  

SCOPE 

The Purchasing Coordinator (PC) reports to the Financial Controller/Administrative Manager. The Purchasing Coordinator (PC) is responsible for ensuring the smooth operation of purchasing activities while also providing administrative support to the team. The PC will be overseeing the procurement process from start to finish, working closely with internal stakeholders and external vendors to secure the best possible deals on materials, supplies, and services. This role may involve stock-taking duties at scheduled intervals.
 

DUTIES & RESPONSIBILITIES 

The Purchasing Coordinator (PC) duties and responsibilities include but are not limited to the following:  

Purchasing Coordination: 

• Plans and performs work that involves ordering, receiving, inspecting, returning of facility supplies, and various types of materials and equipment.  

• Checks and inspects good received and ensures they are accurate to quantity, type and acceptable quality  

• Address discrepancies in orders, invoices, or deliveries and resolve them promptly 

• Ensures that stock is entered into electronic tracking system selected by the company and that proper records are maintained for inventory coming in and going out. Implement cost-saving measures, such as bulk purchasing or negotiating volume discounts 

• Research and identify new potential suppliers that meet our quality, price, and delivery requirements 

• Collaborate with various department heads for the procurement of materials and services.  

• Maintain strong relationships with existing vendors, fostering communication and collaboration. 

• Collaborate with internal departments to forecast purchasing needs and ensure timely procurement. 

• Coordinates with Parts Coordinator to collect and deliver parts, goods, materials, etc. 

• Keeps records to maintain inventory control, cost containment and to assure proper stock levels 

• Creates requests for quotations for orders as required. 

• Issues approved purchase orders accurately and efficiently based on department requests and inventory levels.  

Accounts Support: 

• Provide support to the Financial Controller for management of payments to vendors (invoice entries, preparing check payments, processing payments in accounting software, communication with vendors)  

• Organize and maintain files, records, and other essential accounting documentation. 

QUALIFICATIONS & EMPLOYMENT REQUIREMENTS  

Required: 

• Recommended: Minimum of 3 CXC passes, inclusive of Mathematics and English. 

• Recommended: Experience in inventory control, store keeping and record keeping. 

• General administrative duties  

KNOWLEDGE, SKILLS AND ABILITIES  

Knowledge 

The Purchasing Coordinator (PC) must have proficient knowledge in the following areas: 

• Storekeeping and inventory control procedures  

• Recordkeeping and other clerical procedures 

• Care and maintenance of equipment and supplies  

• Safety and security practices  

• Basic mechanical concepts 

• Read, interpret, and carry out written and oral instructions;  

• Write legibly 

• Prepare and maintain routine records  

• Estimate department needs 

• Work under pressure 

• Organize and prioritize work;  

• Interpret information contained in parts and service manuals;  

• Understand and utilize technical repair terminology and concepts;  

• Learn to use a computer terminal (when applicable), and light machinery that may include a forklift.

WORKING CONDITIONS 

Physical and Mental Demands  

While performing duties the employee is often required to sit, walk, operate tools, equipment, etc. Often this position will require working longer hours to meet deadlines.  

The PC may have to manage a number of projects at one time, and may be interrupted frequently to meet the needs and requests of employees, customers and contractors.  

The PC may find the environment to be busy, noisy and will need excellent organizational and time and stress management skills to complete the required tasks.