Supply Chain Coordinator

THE OUTNET.COM; New Jersey; On-site; USD 60,000 - 85,000; Full time

Job summary

The Outnet in New Jersey is seeking a Supply Chain Coordinator to manage purchase orders from issuance to close, oversee inbound and outbound shipments, and support inventory costing and month-end close. This role sits between operations and finance and requires close collaboration with vendors and internal teams.

You will maintain PO records, coordinate with vendors and freight forwarders, monitor invoices and three-way matching, and help ensure accurate costing and timely payments.

Qualifications

• 3 years minimum in supply chain, purchasing, or costing.
• Proficient in PO-to-pay, three-way matching, accruals.
• Excel proficiency with pivot tables and XLOOKUP.
• Experience with ERP/accounting systems (NetSuite, QuickBooks).
• Familiarity with import docs and Incoterms.
• Excellent organizational and communication skills.
• Ability to meet month-end deadlines.
• Onsite in New Jersey; able to work in a fast-paced environment.

Responsibilities

• Create and maintain purchase orders in Excel and ERP system, submit them on portals.
• Follow up with vendors on confirmations, pricing, lead times, and delivery dates; flag delays.
• Coordinate inbound/outbound shipments with vendors, forwarders, carriers, customs brokers, and warehouse; track through delivery.
• Review vendor responses for accuracy and compliance with guidelines.
• Collaborate with sales, operations, and finance to keep POs current.
• Maintain documentation and records for every item and vendor.
• Track communications and records of vendor interactions.
• Provide insights into processes and vendor relationships.

Skills

Excel XLOOKUP

Three-way matching

Purchase-to-pay

Vendor management

Communication

Time management

Education

Bachelor's degree in supply chain, business, accounting or finance

Tools

NetSuite

QuickBooks

Job description

At The Outnet, our customers expect an exceptional luxury shopping experience from the moment they browse our collections through to receiving their order and beyond. An important part of the customer experience is behind the scenes, in our supply chain.

We are looking for an experienced Supply Chain Coordinator to join our team onsite in New Jersey. In this role, you will manage purchase orders from issuance to close, follow up on purchases and costs, organize shipments, and make sure every receipt and vendor invoice ties back to the correct purchase order. The position sits between operations and finance: you will support accurate inventory costing, accounts payable, and the month-end close. It requires strong organizational skills, attention to detail, and the ability to collaborate across multiple teams and vendors.

Responsibilities – Purchasing & Logistics

• Create and maintain purchase orders in Excel and the company's ERP/accounting system, and submit them on customer and vendor portals.
• Follow up with vendors on order confirmations, pricing, lead times, and delivery dates; flag and escalte delays.
• Coordinate inbound and outbound shipments with vendors, freight forwarders, carriers, customs brokers, and the warehouse, and track them through delivery.
• Collect, review, and consolidate vendor responses, ensuring accuracy, consistency, and compliance with company guidelines.
• Work closely with sales, operations, and finance teams to keep purchase orders current and complete.
• Maintain thorough documentation and correspondence records for every item and vendor.
• Track communications and keep clear, organized records of all vendor interactions.
• Support cross-functional teams by providing key insights into processes and vendor relationships.

Responsibilities – Finance & Reconciliation

• Support the three-way match between purchase order, receiving documents (packing list / warehouse receipt), and vendor invoice, checking quantities, unit prices, currency, and payment terms.
• Reconcile each goods receipt and customs entry to its purchase order and commercial invoice, so that every inbound shipment is recorded against the correct PO.
• Investigate and resolve discrepancies (price differences, short or over shipments, damaged goods, duplicate invoices) with vendors and the warehouse; request and track credit memos.
• Monitor landed-cost components (freight, duties, brokerage, insurance, fees) and allocate them to POs and SKUs to support accurate product costing and inventory valuation.
• Review freight, logistics, and customs broker invoices against quotes, rate agreements, and entry summaries before approval.
• Forward matched and approved invoices, with complete supporting documentation, to Accounts Payable; monitor payment terms and due dates.
• Monitor open purchase orders and goods received not yet invoiced; close fully received and invoiced POs and clean up aged open items.
• Support the month-end close by providing the open PO report, the list of goods received not invoiced for accruals, and the goods-in-transit listing.
• Track purchase price variances against standard or budgeted costs and report significant variances to finance.
• Maintain an organized, audit-ready file for each PO (PO, confirmation, shipping documents, customs entry, receipt, invoice, proof of payment).

Qualifications

• At least 3 years of experience in supply chain, purchasing, or product costing within consumer goods or general merchandise.
• Working knowledge of the purchase-to-pay process, including three-way matching, accruals, and basic accounting concepts.
• Advanced proficiency in Microsoft Excel, including pivot tables and XLOOKUP (required).
• Experience with an ERP or accounting system (e.g., NetSuite, QuickBooks) for purchasing, receiving, and invoice entry.
• Familiarity with import documentation (bill of lading, commercial invoice, packing list, customs entry) and Incoterms.
• Knowledge of supply chain logistics and global supply chain management processes.
• Exceptional organizational skills, strong attention to detail, and the ability to meet tight deadlines, including month-end cut-offs.
• Excellent communication skills for managing multiple vendor relationships.

Preferred

• Bachelor's degree in supply chain management, business administration, accounting, or finance.
• Experience in an importing or distribution environment.