Accurate Personnel
Job Title:
Purchasing Coordinator
Location:
Glendale Heights, IL
Reports to:
Senior Director of Operations & Sales
Department:
Purchasing
Position Summary The
Purchasing Coordinator
plays a central role in managing the company’s international purchasing and import operations—from issuing purchase orders and coordinating with global suppliers to ensuring timely delivery of materials to our facilities. This position serves as the primary contact for vendors, freight forwarders, and brokers, ensuring all documentation and regulatory requirements are met for the import of food products.
This role requires a
detail-oriented, reliable, and proactive professional
who thrives in a fast-paced environment. The ideal candidate will have strong organizational and communication skills, the ability to manage multiple priorities, and a desire to learn and master import documentation, customs, and compliance processes.
Key Responsibilities 1. Purchase Order Management
Create, manage, and monitor purchase orders in the ERP system based on approved purchasing needs and forecasts.
Communicate with suppliers to confirm product details, pricing, and documentation requirements.
Ensure all purchase order documentation (invoices, COAs, ISF, FDA paperwork, etc.) is received prior to shipment.
Review and reconcile vendor invoices against POs and shipment records to support timely invoice approval.
2. Shipment Tracking & Coordination
Track all inbound containers from overseas shipment through port, rail, and warehouse delivery.
Coordinate with import brokers, freight forwarders, and customs on clearance, release, and delivery status.
Respond promptly (within 24 hours) to rail yard or port notifications to schedule truck pickups and avoid demurrage or storage fees.
Notify warehouse and Quality Assurance teams of incoming shipments and provide detailed receiving instructions.
Ensure all testing, documentation, and QC requirements are completed prior to release to production.
3. Vendor Communication & Documentation
Serve as the main point of contact for overseas and domestic suppliers regarding product specifications, COAs, and import documentation.
Resolve discrepancies in orders, invoices, or shipping documentation with professionalism and urgency.
Maintain well-organized digital records for all import paperwork, ensuring compliance with FDA and customs requirements.
4. Data Management & Process Improvement
Maintain a live tracking sheet of active POs, shipment statuses, and expected delivery dates.
Update ERP and tracking systems with shipment data, cost, and milestones.
Support supplier evaluations and data analysis based on cost, quality, and delivery performance.
Identify and recommend improvements to streamline purchasing and import processes.
5. Interdepartmental Collaboration
Work closely with the Senior Director of Operations & Sales to align purchasing priorities with production and sales forecasts.
Communicate shipment updates and receiving details with warehouse, QA, and accounting teams.
Partner with Accounting to resolve invoice or pricing discrepancies promptly.
Collaborate with the Quality team to ensure all incoming materials meet company standards prior to production.
Qualifications & Experience Required:
3–5 years of experience in purchasing, logistics, or import coordination.
Strong understanding of purchasing workflows, vendor communication, and documentation processes.
Excellent organizational, communication, and follow-up skills.
Proficiency in Microsoft Excel or Google Sheets; ERP experience strongly preferred.
Ability to manage multiple shipments and priorities simultaneously.
Willingness to learn import compliance processes (FDA, customs, ISF, etc.).
High reliability and responsiveness for time-sensitive shipment notifications.
Preferred:
Experience in food manufacturing or agricultural imports.
Familiarity with international logistics, customs clearance, and FDA import documentation.
Experience working with freight forwarders, customs brokers, and quality teams.
Key Attributes
Reliable & Proactive:
Anticipates next steps and acts quickly on time-sensitive tasks.
Organized & Detail-Oriented:
Maintains accurate, up-to-date records and shipment tracking.
Collaborative Communicator:
Works effectively across departments and with international partners.
Analytical & Curious:
Uses data to evaluate supplier performance and identify improvement opportunities.
Calm Under Pressure:
Handles last-minute issues or shipment delays with professionalism and composure.
Why Join Us This is an exciting opportunity to build expertise in
international supply chain and purchasing
within a growing food manufacturing organization. You’ll work closely with leadership and multiple departments, ensuring smooth coordination of imported ingredients from supplier to facility—while helping maintain the highest standards of quality, efficiency, and compliance.
#J-18808-Ljbffr
Purchasing Coordinator
Location:
Glendale Heights, IL
Reports to:
Senior Director of Operations & Sales
Department:
Purchasing
Position Summary The
Purchasing Coordinator
plays a central role in managing the company’s international purchasing and import operations—from issuing purchase orders and coordinating with global suppliers to ensuring timely delivery of materials to our facilities. This position serves as the primary contact for vendors, freight forwarders, and brokers, ensuring all documentation and regulatory requirements are met for the import of food products.
This role requires a
detail-oriented, reliable, and proactive professional
who thrives in a fast-paced environment. The ideal candidate will have strong organizational and communication skills, the ability to manage multiple priorities, and a desire to learn and master import documentation, customs, and compliance processes.
Key Responsibilities 1. Purchase Order Management
Create, manage, and monitor purchase orders in the ERP system based on approved purchasing needs and forecasts.
Communicate with suppliers to confirm product details, pricing, and documentation requirements.
Ensure all purchase order documentation (invoices, COAs, ISF, FDA paperwork, etc.) is received prior to shipment.
Review and reconcile vendor invoices against POs and shipment records to support timely invoice approval.
2. Shipment Tracking & Coordination
Track all inbound containers from overseas shipment through port, rail, and warehouse delivery.
Coordinate with import brokers, freight forwarders, and customs on clearance, release, and delivery status.
Respond promptly (within 24 hours) to rail yard or port notifications to schedule truck pickups and avoid demurrage or storage fees.
Notify warehouse and Quality Assurance teams of incoming shipments and provide detailed receiving instructions.
Ensure all testing, documentation, and QC requirements are completed prior to release to production.
3. Vendor Communication & Documentation
Serve as the main point of contact for overseas and domestic suppliers regarding product specifications, COAs, and import documentation.
Resolve discrepancies in orders, invoices, or shipping documentation with professionalism and urgency.
Maintain well-organized digital records for all import paperwork, ensuring compliance with FDA and customs requirements.
4. Data Management & Process Improvement
Maintain a live tracking sheet of active POs, shipment statuses, and expected delivery dates.
Update ERP and tracking systems with shipment data, cost, and milestones.
Support supplier evaluations and data analysis based on cost, quality, and delivery performance.
Identify and recommend improvements to streamline purchasing and import processes.
5. Interdepartmental Collaboration
Work closely with the Senior Director of Operations & Sales to align purchasing priorities with production and sales forecasts.
Communicate shipment updates and receiving details with warehouse, QA, and accounting teams.
Partner with Accounting to resolve invoice or pricing discrepancies promptly.
Collaborate with the Quality team to ensure all incoming materials meet company standards prior to production.
Qualifications & Experience Required:
3–5 years of experience in purchasing, logistics, or import coordination.
Strong understanding of purchasing workflows, vendor communication, and documentation processes.
Excellent organizational, communication, and follow-up skills.
Proficiency in Microsoft Excel or Google Sheets; ERP experience strongly preferred.
Ability to manage multiple shipments and priorities simultaneously.
Willingness to learn import compliance processes (FDA, customs, ISF, etc.).
High reliability and responsiveness for time-sensitive shipment notifications.
Preferred:
Experience in food manufacturing or agricultural imports.
Familiarity with international logistics, customs clearance, and FDA import documentation.
Experience working with freight forwarders, customs brokers, and quality teams.
Key Attributes
Reliable & Proactive:
Anticipates next steps and acts quickly on time-sensitive tasks.
Organized & Detail-Oriented:
Maintains accurate, up-to-date records and shipment tracking.
Collaborative Communicator:
Works effectively across departments and with international partners.
Analytical & Curious:
Uses data to evaluate supplier performance and identify improvement opportunities.
Calm Under Pressure:
Handles last-minute issues or shipment delays with professionalism and composure.
Why Join Us This is an exciting opportunity to build expertise in
international supply chain and purchasing
within a growing food manufacturing organization. You’ll work closely with leadership and multiple departments, ensuring smooth coordination of imported ingredients from supplier to facility—while helping maintain the highest standards of quality, efficiency, and compliance.
#J-18808-Ljbffr