Purchasing Coordinator

Key Responsibilities:

• Purchase Order Management:
• Process Product Invoices (PIs) confirmed by Product Managers and close supplier acknowledgement on the same.
• Maintain and regularly update the order file, ensuring all details are accurately recorded and easily accessible.
• Maintain and share Open order files to Product Coordinators and Product Managers for coordination and timely action.
• Payment Modalities:
• Initiate and process payments to suppliers via Letters of Credit (LC), Documents against Payment (DP), and Telegraphic Transfers (TT) as per the terms outlined in the Purchase Invoice (PI).
• Coordinate with Finance for any queries or discrepancies related to payments and ensure smooth processing of supplier payments.
• Supplier Query Management:
• Address and resolve supplier queries regarding LC swifts, discrepancies, payment settlements, and payment swifts.
• Follow up on payment swifts (TT) from the bank and share the details with relevant stakeholders, including Product Coordinators and Product Managers.
• Initiate quarterly balance confirmation from suppliers to ensure accurate and up-to-date records of outstanding payments and supply balances.
• Order and Shipment Coordination:
• Maintain a comprehensive order history, ensuring supplier and SKU details are accurately recorded for future reference.
• Coordinate with the Logistics team to ensure relevant documentation for system GRN.
• Provide records of shipment documents to the finance team and other business subsidiary teams for cost posting and record-keeping.
• SAP System Management:
• Create and update Purchase Orders in SAP, ensuring accuracy in data entry and order tracking.
• Generate material codes, update material costing, and maintain detailed records within the SAP system.
• Create Inbound Delivery (GRN) in SAP to track received goods and ensure proper inventory management.
• Material and Financial Adjustments:
• Track and manage discrepancies such as short or excess received material, adjustments, and payments.
• Follow up with the relevant teams (suppliers, finance, logistics) to resolve issues related to material shortages or excesses, payment discrepancies, or shipment delays.
• Reporting and Analysis:
• Prepare and submit various reports upon request, such as sales reports, material aging reports, and purchase order reports, to assist Product Managers and other departments with timely decision-making.

Qualifications:

• Bachelor’s degree. Specialization in Supply Chain Management, or related field, is welcome though not mandatory.
• Proven experience in procurement, purchasing, or supply chain coordination (preferably in consumer electronics, home appliances, Laptops, Camera Equipment, Hardware or any similar industry). Knowledge of Excel for data analytics and report generation, including the ability to handle large datasets and generate actionable insights.
• Strong knowledge of procurement processes, including handling payments via Letters of Credit (LC), Documents against Payment (DP), and Telegraphic Transfers (TT).
• Proficiency in SAP or similar ERP systems for order processing, material management, and inventory control.