Purchasing Coordinator

The Purchasing Coordinator provides administrative support to the Purchasing Department by ensuring supplier documentation, purchasing platform data, and product catalogue information are accurate, complete, and up to date. The role supports accounting and fiscal compliance, improves supplier data reliability, and contributes to the effective presentation and maintenance of purchasing catalogue content. The role also includes Purchasing duties such as sourcing products and services, obtaining quotations, issuing purchase orders and ensuring timely deliveries.

Main Accountabilities and Duties:

Purchasing administration for accounting and fiscal compliance:

• Collect all documentation required from suppliers for accounting and fiscal compliance, including invoices, delivery notes, and nomenclature or origin documentation for intra-Community supplies.
• Upload supplier documentation to the purchasing platform in a timely and accurate manner.
• Verify that required documentation is complete and accessible to the Finance and Accounting teams through the purchasing platform.
• Assist with day-to-day purchasing administration, document follow-up, filing, and data entry.

Supplier database management:

• Maintain and update the supplier database directly in the purchasing platform.
• Add new suppliers and ensure relevant information is recorded, including signed frame agreements, payment terms, and discount proposals.
• Monitor supplier records to ensure data accuracy, completeness, and consistency.
• Liaise with suppliers and internal stakeholders to obtain missing or updated supplier information where required.

Purchasing catalogue management:

• Refresh the purchasing catalogue with a targeted, clear, and well-presented product selection.
• Add and update product pictures, purchasing categories, and catalogue descriptions to improve visibility and ease of use.
• Obtain and upload lists of best-selling or attractive products from suppliers with frame agreements.
• Monitor the accuracy and validity of catalogue data, including product availability, pricing, and price validity dates.
• Support ongoing improvements to catalogue organisation and purchasing category structure.

Purchasing duties:

• Process purchase requests received from captains, engineers and internal departments.
• Obtain and compare quotations from approved suppliers.
• Negotiate pricing and commercial terms.
• Prepare Client requisitions based on quotations received.
• Issue purchase orders and follow them through delivery.
• Resolve delivery delays and supplier issues.

Required Knowledge, Skills and Experience:

• Ideally, candidates will have at least 1-2 year(s) of experience in a similar role.
• English fluent required. Other languages preferred.

IT skills, excellent use of common Office software and Internet environment.

Minimum Qualifications:

• Bachelor’s degree or equivalent preferably in Purchasing, Supply Chain Management, Business Administration, Logistics field.