Procurement & Order Processing Coordinator
The Procurement & Order Processing Coordinator supports day-to-day purchasing activities in a manufacturing environment, ensuring materials, components, and supplies are ordered accurately and delivered on time to support production and customer projects.
Working closely with the Procurement Supervisor, Technical Buyer, suppliers, and internal departments, this entry-level role focuses on purchase order processing, order tracking, supplier follow-up, and maintaining accurate purchasing information in SAP. The position primarily supports catalog and standard parts, including electrical and pneumatic components, fasteners, hardware, and MRO supplies, with exposure to fabricated parts and more complex purchasing activities as experience develops.
No advanced technical purchasing experience is required. The company will provide on-the-job training, guidance, and development opportunities to build the incumbent’s knowledge of manufacturing processes, industrial components, procurement systems, and supplier management, with the long-term goal of progression into a Technical Buyer role.
Responsibilities
- Purchase Order Processing: Prepare, enter, and maintain purchase orders in SAP based on approved requisitions, MRP requirements, and established purchasing procedures. Verify part numbers, quantities, pricing, requested delivery dates, and other order details for accuracy.
- Order Tracking and Follow-Up: Monitor open purchase orders, obtain supplier order acknowledgments, confirm delivery dates, and follow up regularly to help ensure materials arrive as scheduled.
- Supplier Communication: Communicate with suppliers regarding order status, delivery commitments, pricing confirmations, and general purchasing inquiries while maintaining professional working relationships.
- Delivery Coordination: Identify potential delays, shortages, or discrepancies and communicate them promptly to the Procurement Supervisor, Technical Buyer, and affected internal departments. Assist with coordinating revised delivery dates and partial shipments as needed.
- Quotation Support: Assist with requesting supplier quotations for catalog, standard, and repeat-purchase items. Learn to compare pricing, lead times, and basic commercial terms under the guidance of experienced purchasing team members.
- SAP and Purchasing Data: Maintain accurate purchase order information, delivery dates, supplier confirmations, lead times, pricing, and order status in SAP. Support the maintenance of accurate vendor and purchasing records.
- Internal Coordination: Work with production, planning, project management, sales, and other departments to communicate material availability, order status, and anticipated delivery dates.
- Receiving and Invoice Discrepancy Support: Help investigate purchase order discrepancies, including quantity differences, incorrect items, pricing variances, and delivery issues, coordinating with the appropriate internal teams to support resolution.
- Supplier Performance Support: Document supplier delivery issues, late orders, and recurring discrepancies to help the procurement team monitor supplier performance and identify opportunities for improvement.
- Manufacturing and Technical Purchasing Development: Develop an understanding of industrial components, part numbering, technical specifications, manufacturing processes, and purchasing requirements through structured training and hands-on experience.
- Cross-Functional Purchasing Support: Assist with purchasing activities across production, aftermarket services, spare parts, retrofits, and Robotics business unit projects as business needs require.
- Other Duties: Perform other related administrative and purchasing support duties as assigned.
Authority & Key Performance Indicators
Purchasing Authority
- Process purchase orders in accordance with established purchasing procedures and delegated approval limits.
- Purchases requiring supplier selection decisions, non-standard commercial terms, new supplier approvals, or commitments beyond the assigned authority must be reviewed and approved by the Procurement Supervisor or designated Technical Buyer.
- Fabricated parts and other technically complex purchases remain under the direction and approval of the Technical Buyer or Procurement Supervisor.
- The incumbent will gradually assume additional purchasing responsibilities as knowledge, experience, and demonstrated performance develop.
Key Performance Indicators
- Purchase order accuracy and completeness.
- Timeliness of purchase order entry and processing.
- Supplier order acknowledgment rate.
- Follow-up effectiveness on open and past-due purchase orders.
- Accuracy of SAP purchasing data and delivery dates.
- Timely communication and escalation of supplier delays.
- Support for on-time material availability and production requirements.
Requirements
Education
- High school diploma or equivalent required.
- Coursework, certificate, associate degree, or bachelor's degree in Business, Supply Chain Management, Operations, Manufacturing, or a related field is an asset.
Experience
- Entry-level candidates are encouraged to apply.
- Previous experience in order processing, purchasing administration, customer service, inventory control, shipping and receiving, or supply chain support is an asset.
- Experience in a manufacturing or industrial environment is beneficial but not required.
Systems and Computer Skills
- Basic proficiency with Microsoft Office, particularly Excel, Outlook, and data entry.
- Experience with an ERP or MRP system is an asset; SAP Business One experience is preferred.
- Ability and willingness to learn purchasing systems, processes, and procedures.
Skills and Competencies
- Strong attention to detail and commitment to accurate data entry and documentation.
- Good organizational skills and the ability to manage multiple orders and deadlines.
- Clear written and verbal communication skills.
- Professional and service-oriented approach when communicating with suppliers and internal stakeholders.
- Willingness to follow established procedures, ask questions, and seek guidance when needed.
- Ability to identify discrepancies, follow through on outstanding tasks, and escalate issues appropriately.
- Adaptability and a willingness to learn new systems, products, and manufacturing processes.
- Basic analytical and problem-solving skills.
Technical Aptitude
- An interest in manufacturing, industrial products, and supply chain operations.
- Willingness to learn industrial components, part numbers, technical specifications, and basic engineering drawings.
- Ability to develop an understanding of purchasing requirements and how material availability affects production schedules.
Languages
- English required.
- Spanish is an asset.
Training & Career Development
This position is designed as an entry point into the company's procurement and purchasing function. The incumbent will receive structured on-the-job training, guidance, and mentorship from the Procurement Supervisor and Technical Buyer.
Development will focus on:
- SAP purchasing transactions and ERP/MRP processes.
- Purchase order management, supplier follow-up, and delivery coordination.
- Industrial components, part identification, and technical drawings.
- Request-for-quotation processes, supplier comparisons, and basic commercial terms.
- Manufacturing processes, material requirements, and production planning.
- Supplier performance, sourcing, and negotiation fundamentals.
- Purchasing policies, approval requirements, and supplier relationship management.
As proficiency develops, the incumbent will gradually take on more complex purchasing activities, including quotation analysis, supplier selection support, and purchasing of fabricated or technically specified parts.
The long-term career objective is progression into a Technical Buyer role, based on demonstrated performance, technical knowledge, purchasing competency, and readiness to assume greater responsibility.
