Purchasing Coordinator

We're looking for a Purchasing Coordinator to run the operational side of every purchase order for two buyers at a fast-moving social commerce company. You will build approval packets, file item and vendor setup requests with the ERP partner, submit PO requests, check draft POs line by line, assemble wire packets, follow up with vendors for quotes, tracking, and routing forms, and keep one open-items tracker so nothing waits on a reminder.

This is a precision execution role. The buyers decide what to buy and at what price. Your job is to make sure what they decided actually happens, correctly, the first time. One wrong quantity, wrong entity, or wrong attachment is the failure mode of this role. If you have hands-on PO administration experience inside an ERP, write English that US vendors and finance teams read without hesitation, and take genuine pride in closing loops without being asked, this role is a strong fit.

Why You'll Want to Join

You will be paid in USD (bi-monthly: every 15th and 30th)

Paid Time Off in accordance with company policy

Observance of Holidays per company guidelines

100% remote setup so you can work wherever you're most productive

This role requires at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time, Monday through Friday ; preferred shift is 8 AM to 4 PM Pacific

Work directly with two buyers and a small, fast-moving leadership team with direct access and fast decisions

Defined role from day one with a written six-step SOP and house email templates already in place

What You'll Work On

Approval Packets and Open-Items Tracker

Build price approval and wire approval requests from the buyer's deal sheet including model, brand, quantity, cost, retail reference link, entity, and channel

Attach the correct supporting documents to every approval request

Log every open approval in the tracker and chase it on a set cadence without waiting to be asked

Maintain the tracker so it always reflects who something is stuck with and since when

ERP Item and Vendor Setup

File item setup and vendor setup requests on the ERP partner's forms accurately and completely

Collect everything the ERP partner needs from the vendor: UPCs, package and master carton dimensions and weights, box photos, W-9s, resale certificates, and compliance documents

Follow up with vendors until every document is received and the setup is complete

PO Requests and PO Confirmations

Fill the PO request form correctly including vendor number, freight terms, payment terms, destination warehouse, sales group, and customer number by channel

When the draft PO comes back, check it line by line and either approve it or send an exact, complete list of corrections

File retroactive POs for card and marketplace purchases as needed

Wire Packets and Vendor Follow-Through

Assemble the full wire request including approval, PO, proforma, and paying account

Call the vendor to verbally verify banking details before the wire is submitted

Relay the wire confirmation to the vendor and then chase ship date, tracking, invoices, and the routing form

Loop in logistics to schedule pickup and see each order through to receipt

Reconciliation and Records

Match received quantities to paid quantities and flag any discrepancies

Draft short-ship or damage notices for the buyer to review and approveCollect invoices for accounting and keep all records organized and current

What You Bring

2 or more years of hands-on experience in purchasing operations, order administration, supply chain admin, or accounts payable support for a distributor, e-commerce seller, or trading company

Direct experience administering purchase orders inside an ERP or order management system such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo — and a clear understanding of POs, proforma invoices, freight terms, and payment terms

Professional written English with no review step; US vendors and finance staff should read your emails as native

Spoken English confident enough to phone a US vendor and verify banking details

Strong Excel and Google Sheets skills including lookups, clean table formatting, and reconciling one list against another

Keeps a tracker, closes loops without reminders, and says clearly who something is stuck with and since when

Careful with numbers and attachments; a wrong quantity, wrong entity, or wrong file is the failure mode of this role

Available Monday through Friday with at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time

Nice to Have

Experience working for a US wholesale distributor, closeout buyer, Amazon seller, or TikTok Shop seller

Filed item setup or vendor setup requests and collected product data including UPCs, dimensions, carton specs, and compliance certificates

Coordinated LTL pickups including routing requests, BOLs, and pallet labels

Handled Alibaba Trade Assurance orders, disputes, and refunds

Familiarity with Keepa, Helium 10, or similar Amazon data tools

Experience with HubSpot or another CRM

Conversational Mandarin for Alibaba supplier communication

If you are precise, close loops without being asked, and want to own the operational side of purchasing for a fast-moving social commerce team, this role gives you the structure and the direct access to do your best work. #J-18808-Ljbffr