Purchasing Coordinator (Bbs846)

Hire Overseas; Cape Town; Remote; ZAR 662,000 - 1,158,000; Full time

Benefits offered by this job

USD pay bi-monthly

Paid time off

Holidays

100% remote setup

US Pacific overlap

Job summary

Hire Overseas is seeking a Purchasing Coordinator to run PO administration for two buyers at a fast-moving social commerce company. You will manage approvals, vendor setup, and wire packets to ensure timely purchases.

This role emphasizes precise execution, working directly with US vendors, ERP systems, and documentation. The successful candidate communicates clearly in English and maintains tight open-item trackers and error-free POs.

Qualifications

• 2+ years hands-on experience in purchasing operations or related admin roles.
• Experience administering purchase orders inside an ERP or order system.
• Professional written English readable by US vendors and finance teams.
• Spoken English strong enough to verify banking details by phone.

Responsibilities

• Build price and wire approval requests with complete supporting docs.
• Log open approvals in a tracker and chase them on a set cadence.
• File item and vendor setup requests on ERP forms accurately.
• Follow up with vendors to collect documents and finalize setup.
• Fill PO requests correctly and review drafts line-by-line for corrections.
• Assemble wire packets and verify banking details before wires.
• Match received quantities to paid quantities and flag discrepancies.

Skills

Purchasing operations

Order administration

Supply chain admin

Accounts payable support

Excel

Google Sheets

English proficiency

Tools

Dynamics AX

Dynamics 365

NetSuite

SAP

QuickBooks

Odoo

Job description

We're looking for a Purchasing Coordinator to run the operational side of every purchase order for two buyers at a fast-moving social commerce company. You will build approval packets, file item and vendor setup requests with the ERP partner, submit PO requests, check draft POs line by line, assemble wire packets, follow up with vendors for quotes, tracking, and routing forms, and keep one open-items tracker so nothing waits on a reminder.

This is a precision execution role. The buyers decide what to buy and at what price. Your job is to make sure what they decided actually happens, correctly, the first time. One wrong quantity, wrong entity, or wrong attachment is the failure mode of this role. If you have hands‑on PO administration experience inside an ERP, write English that US vendors and finance teams read without hesitation, and take genuine pride in closing loops without being asked, this role is a strong fit.

Why You'll Want to Join

• You will be paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup so you can work wherever you're most productive
• This role requires at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time, Monday through Friday; preferred shift is 8 AM to 4 PM Pacific
• Work directly with two buyers and a small, fast-moving leadership team with direct access and fast decisions
• Defined role from day one with a written six-step SOP and house email templates already in place

What You'll Work On

Approval Packets and Open-Items Tracker

• Build price approval and wire approval requests from the buyer's deal sheet including model, brand, quantity, cost, retail reference link, entity, and channel
• Attach the correct supporting documents to every approval request
• Log every open approval in the tracker and chase it on a set cadence without waiting to be asked
• Maintain the tracker so it always reflects who something is stuck with and since when

ERP Item and Vendor Setup

• File item setup and vendor setup requests on the ERP partner's forms accurately and completely
• Collect everything the ERP partner needs from the vendor: UPCs, package and master carton dimensions and weights, box photos, W-9s, resale certificates, and compliance documents
• Follow up with vendors until every document is received and the setup is complete

PO Requests and PO Confirmations

• Fill the PO request form correctly including vendor number, freight terms, payment terms, destination warehouse, sales group, and customer number by channel
• When the draft PO comes back, check it line by line and either approve it or send an exact, complete list of corrections
• File retroactive POs for card and marketplace purchases as needed

Wire Packets and Vendor Follow-Through

• Assemble the full wire request including approval, PO, proforma, and paying account
• Call the vendor to verbally verify banking details before the wire is submitted
• Relay the wire confirmation to the vendor and then chase ship date, tracking, invoices, and the routing form
• Loop in logistics to schedule pickup and see each order through to receipt

Reconciliation and Records

• Match received quantities to paid quantities and flag any discrepancies
• Draft short-ship or damage notices for the buyer to review and approve
• Collect invoices for accounting and keep all records organized and current

What You Bring

• 2 or more years of hands‑on experience in purchasing operations, order administration, supply chain admin, or accounts payable support for a distributor, e-commerce seller, or trading company
• Direct experience administering purchase orders inside an ERP or order management system such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo — and a clear understanding of POs, proforma invoices, freight terms, and payment terms
• Professional written English with no review step; US vendors and finance staff should read your emails as native
• Spoken English confident enough to phone a US vendor and verify banking details
• Strong Excel and Google Sheets skills including lookups, clean table formatting, and reconciling one list against another
• Keeps a tracker, closes loops without reminders, and says clearly who something is stuck with and since when
• Careful with numbers and attachments; a wrong quantity, wrong entity, or wrong file is the failure mode of this role
• Available Monday through Friday with at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time

Nice to Have

• Experience working for a US wholesale distributor, closeout buyer, Amazon seller, or TikTok Shop seller
• Filed item setup or vendor setup requests and collected product data including UPCs, dimensions, carton specs, and compliance certificates
• Coordinated LTL pickups including routing requests, BOLs, and pallet labels
• Handled Alibaba Trade Assurance orders, disputes, and refunds
• Familiarity with Keepa, Helium 10, or similar Amazon data tools
• Experience with HubSpot or another CRM
• Conversational Mandarin for Alibaba supplier communication

Shortlisted candidates will complete a 30-day paid pilot with a clear checklist: run the full PO chain on a new order unaided and keep every open item on the tracker from day one.

If you are precise, close loops without being asked, and want to own the operational side of purchasing for a fast-moving social commerce team, this role gives you the structure and the direct access to do your best work.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• Background & Reference Check - Professional reference verification
• Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.

We'll keep you informed throughout the process and provide feedback at each step.

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Purchasing Coordinator (BBS846) • Cape Town, Western Cape, ZA