Purchase Coordinator

School-wide; Chennai District; Hybrid; INR 320,000 - 420,000; Full time

Job summary

American International School in Chennai is seeking a Purchase Coordinator to support the purchasing department and coordinate with local and international vendors. The role focuses on documentation, follow-up, and timely processing of purchase requests under supervision.

You will maintain vendor records, assist in bids and contracts, track shipments, and help ensure compliance with procurement policies while collaborating with multiple departments for on-time delivery.

Qualifications

• Strong procurement & vendor management skills.
• Familiarity with tax rules and procurement regulations.
• Experience with international purchases and freight/shipping processes.

Responsibilities

• Support local and international purchasing per approved PO(s).
• Maintain procurement records and vendor files with contact details.
• Coordinate with freight forwarders and customs agents for shipments.
• Prepare procurement reports and MIS updates for leadership.
• Ensure compliance with school procurement policies and SOPs.
• Collaborate with departments to ensure timely delivery of supplies.

Skills

Interpersonal skills

Negotiation

Contract administration

MS Excel

Google Docs

Multicultural teamwork

Attention to detail

Vendor management

Import/Export

Education

Bachelor degree in relevant field

Job description

American International School - Chennai School-wide - Chennai, Outside US and Canada Open in Google Maps

Purchase Coordinator

American International School - Chennai School-wide - Chennai, Outside US and Canada Open in Google Maps

This job is also posted in American International School - Chennai

Job Details

Job ID: 5385519

Application Deadline: Posted until filled

Posted: Jul 01, 2025 6:30 PM (UTC)

Starting Date: To Be Determined

Job Description

JOB DESCRIPTION

Position Title

Purchase Coordinator

Supervisor’s Title

Purchase Manager

Effective Date

Immediately

Salary Schedule

Depends on experience and qualification

Mission

Together we nurture learners who chart their unique paths, transforming curiosity into purpose, challenges into growth, and knowledge into action.

Vision

A community where diverse paths meet, learners innovate, and we make meaningful change together.

ValuesPurpose | Belonging | Wellbeing | Discovery | Responsibility

Definition of Learning

A transformative, reflective process of building understanding, empowering learners to think deeply, innovate, collaborate and act with purpose

POSITION DUTIES AND 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 Purchase Manager
• 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 AND SKILLS

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

PREFERRED QUALIFICATIONS AND EXPERIENCE

• Demonstrated lifelong learner
• Bachelor degree, preferably with background in Accounts, Business Administration, Logistics, or Supply Chain Management
• 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.

Position Type: Full-Time