What are the responsibilities and job description for the Purchasing Coordinator position at PIRTEK USA?
Purchase Order Administration
Company Overview
At PIRTEK USA, we are dedicated to maintaining the highest standards of product and service in the hydraulic and industrial hose replacement and maintenance industry. Since 1980, we have established ourselves as a premium provider, serving over 120,000 customers across 23 countries through our extensive franchise network and mobile service units.
Job Summary
We are seeking a proactive and detail-oriented Purchasing Coordinator to join our dynamic team. In this vital role, you will manage procurement processes, coordinate with vendors, and ensure the seamless flow of materials essential for our operations. Your expertise in supply chain management systems and vendor communication will drive efficiency and support our commitment to exceptional service delivery.
Roles & Responsibilities
Purchase Order Administration
- Collaborate with the Inventory Control Coordinator to create, issue, and maintain Purchase Orders.
- Monitor open Purchase Orders to ensure vendor confirmations are received, lead times are accurate, and due dates are updated in the system.
- Follow up proactively with vendors on order status, production timelines, and shipment readiness.
Expediting & Shipment Coordination
- Expedite orders that are late, delayed, or flagged as urgent and communicate updated timelines to internal stakeholders.
- Coordinate with vendors, shippers, brokers, and carriers to ensure timely and compliant shipment of goods.
- Track shipments from origin to delivery and resolve any issues related to transportation, customs, documentation, or transit delays.
Receiving & Documentation
- Prepare receiving documentation (e.g., Goods Received Notes – GRNs) and communicate expected arrivals to warehouse teams.
- Validate that received materials match vendor invoices, purchase orders, and packing lists.
- Prepare accurate receiving documentation for accounting and ensure timely invoice processing.
Billing & Reporting
- Review freight and shipping invoices; allocate charges appropriately and ensure timely re-billing of franchisees when required.
- Prepare and maintain Open PO and expediting reports for the Procurement Manager.
- Assist with data entry, recordkeeping, and procurement-related documentation.
Other Responsibilities
- Support continuous improvement within the supply chain and purchasing functions.
- Perform other related duties as assigned to support the needs of the procurement and logistics teams.
Qualifications
- Knowledge of import/export regulations, documentation requirements, and compliance standards.
- Experience calculating duties, tariffs, freight costs, and logistics-related charges - especially related to European countries, China and Malaysia.
- Background in supply chain, purchasing, transportation, logistics, or distribution environment (franchise distribution experience is an asset).
- Proficiency in Microsoft Office (Excel, Outlook, Word); experience with Syteline ERP systems or a similar business system is an advantage.
- Strong time management and organizational skills with the ability to prioritize competing demands.
- Customer-oriented mindset with strong communication skills for vendor and franchisee interaction.
- Exceptional attention to detail and accuracy in documentation.
- Ability to work independently and handle high-volume workflow in a fast-paced environment.
- Strong interpersonal skills with proven ability to collaborate effectively within cross-functional teams.
Join us as a Purchasing Coordinator to play a key role in optimizing our procurement processes while supporting our mission of delivering outstanding service through efficient supply chain practices!
Benefits:
- 401(k)
- 401(k) 3% Match
- Dental insurance
- Flexible spending account
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Education:
- Bachelor's (Preferred)
Experience:
- Procurement: 2 years (Preferred)
Location:
- Rockledge, FL 32955 (Preferred)
Ability to Commute:
- Rockledge, FL 32955 (Preferred)
Work Location: In person