Procurement Coordinator Job Description

An organization’s ability to buy the correct amount of products and supplies it needs is a more complicated process than it sounds. This is why Procurement Coordinators are necessary. The primary function of Procurement Coordinators is to handle and execute their organization’s purchasing decisions, all while maintaining adequate stock levels and staying under budget.

In short, Procurement Coordinators must determine what needs to be purchased, how much should be purchased and what vendor it should be purchased from. To accomplish this, they spend a significant amount of time communicating with vendors and contractors to ensure that everything goes as smoothly as possible. They typically report to a higher-level member of staff, such as a Procurement Director, while simultaneously overseeing one or more employees. They work in an office environment for the majority of their time, but they may also be required to travel to meet with suppliers.

 

Procurement Coordinator Duties and Responsibilities

In order to ensure that all goods are purchased in a timely, efficient and cost-effective manner, Procurement Coordinators regularly perform a variety of tasks. We analyzed several online job postings to identify these core duties and responsibilities.

Manage Supply

Since the stock levels of organizations of every kind are in a constant state of flux, Procurement Coordinators must always stay abreast of the latest changes. Once they’ve learned what the current state of their organization’s inventory is, they need to factor in that knowledge to their upcoming buying decisions.

Manage Relationships

Most organizations don’t produce their own raw materials, which means that most organizations will need to work with third-party suppliers to obtain the raw materials they need. For this reason, the Procurement Coordinator’s ability to maintain healthy, reliable and positive relationships with those suppliers is crucial to the success of their organization.

Reduce Costs

A Procurement Coordinator’s job is about more than just maintenance. They must also continually look for areas where costs can be reduced without sacrificing quality. This means that, while upholding relationships with current suppliers, they also need to keep an eye out for new suppliers that might provide the same product for a lower cost.

Process Documentation

The procurement of large amounts of materials typically entails a great deal of paperwork, and Procurement Coordinators are the ones who must approve, organize and process that paperwork. This paperwork can include bids, invoices, bills, vendor comparisons and more.

Gather Data

The decisions a Procurement Coordinator makes must be based on facts and solid evidence rather than speculation or instincts. Thus, Procurement Coordinators must gather metrics and data which support their purchasing decisions.

 

Procurement Coordinator Skills

Successful Procurement Coordinators are detail-oriented, results-driven individuals who excel at interpersonal communication as much as they do at crunching numbers. They aren’t afraid of distilling complex data into information that is actionable and meaningful, and they never stop searching for lower prices, higher quality and better overall value. In addition to these general personality traits and skills, employers are looking for Procurement Coordinators with the following skills:

  • Communication skills – Due to the importance of maintaining relationships with suppliers, Procurement Coordinators need to have excellent communication skills and be comfortable talking to all kinds of people.
  • Mathematical skills – To ensure that no money is lost and no resources are wasted, Procurement Coordinators must be able to check and double check all of the facts and figures which back up their decisions.
  • Financial acumen – Making informed purchasing decisions involves the implementation of financial skills such as accurately budgeting and forecasting.
  • Ability to work independently -–For the most part, Procurement Coordinators will have minimal to no supervision during the entire decision-making process. Because of this, they need to be able to prioritize tasks and work efficiently on their own.
  • High level of organization - Supply chains are composed of many different moving parts, and if one segment of the chain fails to organize itself then all other segments will be affected. So, Procurement Coordinators need to protect their organizations from as much unnecessary expenditure as possible by being highly organized at all times.

 

Procurement Coordinator Salary

According to data published by the Bureau of Labor Statistics, Wholesale and Retail Buyers, which includes Procurement Coordinators, make a median yearly salary of $52,940 per year. The lowest ten percent earn $30,200 per year or less, while the highest paid earn $95,590 per year or more. Procurement Coordinators in New Jersey, Massachusetts and New York enjoy the highest median annual salary in the United States, making $66,500, $59,700 and $59,200 per year, respectively.

 

Procurement Coordinator Tools of the Trade

In order to accomplish their daily objectives, Procurement Coordinators use a variety of tools. If you plan on become a Procurement Coordinator, make sure you’re familiar with the following.

Recent versions of Microsoft Office software suites - Some of the programs included in Microsoft Office packages, such as the spreadsheet program Excel and word processor Word, are crucial to the work of a Procurement Coordinator.

Telecommunications systems - Procurement Coordinators will often be required to use telephones, faxes and other forms of communication to stay in touch with suppliers.

Enterprise resource planning (ERP) software - Organizations often use ERP software like Navision to keep track of business activities and automate certain office functions.

Standard office equipment - Procurement Coordinators will need to be able to use equipment such as copiers, printers and projectors.

 

Additional Procurement Coordinator Resources

We put together this list of resources to help you continue exploring your career as a Procurement Coordinator.

Procurement Professionals – With more than 350,000 members, this thriving LinkedIn group is the perfect place to network with other Procurement Coordinators.

Strategic Sourcing & Procurement - This group encourages its 90,000 members to exchange advice, discuss best practices and share news.

Procurement Leaders Blog – Frequent blog posts from industry experts explore all aspects of a Procurement Coordinator’s job.

American Purchasing Society – The APS offers certification programs, consulting services, a career center and a slew of other membership benefits.

Purchasing & Supply Chain Management – This respected textbook is ideal for those who are just beginning their career as a Procurement Coordinator.

The Procurement and Supply Manager’s Desk Reference – With its easily accessible information and practical tips, this book is best suited for Procurement Coordinators who have already begun their career.

 

Procurement Coordinator Resume Help

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