Purchase Coordinator

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Position Title: Purchase Coordinator
Supervisor's Title: Purchase Manager
Effective Date: Immediately
Salary Schedule: Depends on experience and qualifications
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Position Duties & Responsibilities

The Purchase Coordinator supports the smooth functioning of the purchasing department by coordinating with vendors, maintaining procurement records, and ensuring timely processing of purchase requests. This role is primarily operational, focusing on accurate documentation, communication, and follow-up for local and international purchases under the guidance of the Assistant Purchase Manager and Purchase Manager. Duties and responsibilities of this position include but are not limited to:

Procurement Support

• Assist in purchasing equipment, supplies, and materials from local and international vendors as per approved purchase orders
• Support the Purchase Manager in obtaining comparative quotations, preparing vendor evaluations and maintaining procurement records
• Conduct initial vendor research and due diligence under supervision

Vendor & Documentation Management

• Maintain accurate vendor files including name, address, email, phone, and tax identification details (GST/PAN, etc.)
• Organize catalogues, supplier directories, and correspondence for both local and overseas suppliers
• Assist in the preparation and processing of contracts, bids, and purchase agreements

International Purchases & Shipments

• Support the Purchase Manager in coordinating with freight forwarders, shipping companies, and customs agents
• Track incoming and outgoing shipments for school orders and overseas faculty/staff relocations
• Help negotiate competitive shipping and logistics arrangements in coordination with the PurchaseManager

Finance & Compliance

• Prepare and reconcile purchasing records for accounts, ensuring correct coding and financial documentation
• Support internal audits and assist with physical inventory of school property when required
• Ensure adherence to school procurement policies and SOPs

Operational Support

• Manage small-scale purchases and maintain records
• Assist in preparing procurement reports and MIS updates for leadership
• Collaborate with other departments to ensure timely delivery of supplies and services

Professional Responsibilities

• Maintain confidentiality and integrity in all procurement dealings
• Support the development and improvement of procurement processes and systems
• Perform other duties as assigned by the Purchase Manager or COO

Knowledge & Skills

1. Strong interpersonal and communication skills
2. Negotiation and vendor management skills
3. Knowledge of contract administration, tax laws, and procurement regulations
4. Familiarity with import/export regulations and shipping processes
5. Extremely proficient in MS Excel and Google Docs
6. Ability to work effectively with a multicultural clientele
7. Strong organizational skills and attention to detail

Preferred Qualifications & Experience

1. Demonstrated lifelong learner
2. Bachelor's degree, preferably with background in Accounts, Business Administration, Logistics, or Supply Chain Management
3. 3 to 5 years of progressively responsible experience in purchasing or procurement, preferably in an international organization, non-profit, or educational institution

NOTE

The above job description is meant to outline general knowledge, skills and responsibilities. It may be necessary to assume other duties and responsibilities that are not specifically outlined herein.

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