Purchasing and Procurement Coordinator

JOB TITLE:       Purchasing and Procurement Coordinator

Reports to:     CEO and
Logistics Supervisor

Liaises with: Floral Department, Dispatch Department, Accounts Department, Special Events Department, Laundry Department, Inventory/Purchasing Department, Production Department, and CEO.

 

JOB SUMMARY: The Purchasing and Procurement Coordinator is responsible for managing the procurement process to ensure the timely and cost-effective acquisition of goods and services. This role requires close collaboration with internal stakeholders and external vendors to maintain optimal inventory levels and support company operations. The ideal candidate is highly organized, detail-oriented, and possesses strong negotiation and communication skills.

Key Responsibilities:

International Supplier Sourcing & Negotiation:

• Assist in sourcing, selecting, and negotiating with international suppliers to ensure optimal pricing and quality of goods.
• Evaluate potential suppliers, maintain relationships, and address any issues or requirements.
• Maintain relationships with existing international suppliers and communicate any issues or requirements.
• Managing relationships with suppliers in China, researching and sourcing products from international vendors, and handling negotiations with suppliers.

Order Processing & Inventory Management:

• Review and process purchase requisitions and purchase orders.
• Maintain accurate records of inventory levels and track purchase orders.

International Deliveries & Cost Monitoring:

• Monitor and track deliveries to ensure products arrive on schedule.
• Analyze market trends and pricing, and assist in negotiating contracts with suppliers.
• Track and report on purchasing trends and expenditure.

Collaboration & Communication:

• Collaborate with various departments (e.g., sales department) to understand procurement needs and provide timely assistance.
• Communicate effectively with suppliers and internal stakeholders to ensure smooth operations.

Documentation & Administrative Support:

• Maintain accurate records of purchases, including invoices, receipts, and contracts.
• File and organize procurement documents for easy access.
• Provide administrative support to the purchasing department, such as scheduling meetings, preparing reports, and assisting with presentations.

Market Research & Compliance:

• Assist in analyzing market trends, supplier capabilities, and industry developments.
• Stay informed about procurement best practices and industry regulations.
• Ensure compliance with company policies and maintain ethical standards in supplier relations.

Required Skills and Experience:

• 5-6 years of proven experience as a Purchasing and Procurement Coordinator sourcing products overseas and dealing with International Suppliers, or in a similar role in the Cayman Islands.
• Familiarity with Seaboard, Customs, Border, and Air Cargo websites and platforms is a must
• Understanding of import/export regulations and customs clearance procedures
• Experience coordinating with freight forwarders and customs brokers
• Ability to track and manage both international and domestic shipments
• Knowledge of air cargo logistics and scheduling
• Strong organizational skills with the ability to multitask and prioritize effectively.
• Excellent communication and interpersonal skills for effective collaboration.
• Proficient in using procurement software (Fusion and Got Flowers) and MS Office suite.
• Detail-oriented with a high level of accuracy in data entry and record-keeping.
• Clean driver’s license, own transportation, and clean police clearance.

Qualifications:

• Degree holder, diploma, or equivalent; additional education in procurement or supply chain management is a plus.
• Familiarity with ERP systems and procurement tools.
• Ability to work independently as well as part of a team.
• Problem-solving skills and the ability to adapt to changing priorities.

Work Environment:

This role may require lifting, moving, and inspecting inventory items, including going for shipment clearance.

Ability to stand and walk for extended periods in a warehouse or stockroom setting.

For your convenience, you may use the QR code below to apply for this position.