What are the responsibilities and job description for the Procurement Coordinator position at RELAY RESOURCES?
Relay Resources is an Equal Opportunity Employer that strives to create a diverse workforce and an inclusive culture and believes each employee makes a significant contribution to our success. That contribution should not be limited by the assigned responsibilities. Therefore, this job description is designed to outline primary duties, qualifications, and job scope, but not limit the incumbent nor the organization to adjust the work identified. It is our expectation that each employee will offer their services wherever and whenever necessary to ensure the success of our endeavors
Disabled people / people with disabilities and neurodivergent people are strongly encouraged to apply
Relay Core Competencies
Focus on Strengths
Prioritize Informed Action
Communicate Clearly
Champion Disability Inclusion
Build Supportive Relationships
JOB SUMMARY
The Procurement Coordinator supports procurement operations for Relay Resources’ operations by coordinating purchase orders, tracking order fulfillment, and ensuring the timely and accurate receipt of goods and services. This position works closely with internal departments, vendors, Accounts Payable, and the Procurement Manager to facilitate purchasing activities, resolve purchase order and invoice discrepancies, and maintain accurate procurement records. The Procurement Coordinator manages a high volume of purchasing transactions, prioritizes requests, and ensures purchase orders and receipts are processed accurately and efficiently within established timelines. The ideal candidate demonstrates strong organizational skills, attention to detail, effective communication, and experience working with NetSuite or an Oracle-based enterprise resource planning (ERP) system.
ESSENTIAL FUNCTIONS
Purchase Order Management
- Create, process, and communicate purchase orders for the Building Solutions business unit.
- Organize and prioritize purchasing requests to ensure timely and accurate processing.
- Maintain accurate purchase order documentation and records in NetSuite or the applicable ERP system.
Order Fulfillment and Receipt Coordination
- Coordinate with internal departments and vendors to confirm order status and delivery of goods and services.
- Ensure purchase order receipts are documented accurately and in a timely manner.
- Follow up on outstanding orders, delayed deliveries, and discrepancies to support business operations.
Invoice Reconciliation and Issue Resolution
- Collaborate with Accounts Payable to research and resolve exceptions related to the three-way matching process, including purchase orders, receipts, and vendor invoices.
- Investigate discrepancies and coordinate corrections with the appropriate departments or vendors.
- Escalate unresolved purchasing, invoicing, or supply chain issues to the Procurement Manager as needed.
Communication, Compliance, and Operational Support
- Maintain effective communication with internal departments, vendors, Accounts Payable, and the Procurement Manager regarding purchasing activities and outstanding issues.
- Utilize UKG and other applicable business systems to support operational processes, maintain accurate records, and complete required administrative tasks.
- Follow established procurement procedures, internal controls, and applicable Relay Resources policies, including the employee handbook.
- Manage a high volume of purchasing transactions while maintaining accuracy, organization, and established timelines.
Other duties as assigned
- Note any additional responsibilities expected to be fulfilled as needed.
MINIMUM QUALIFICATION
- Three to Four years of experience in procurement, purchasing, supply chain operations, or a related administrative role.
- Experience using NetSuite or an Oracle-based enterprise resource planning (ERP) system.
- Ability to organize and prioritize requests, process a high volume of purchase orders, and coordinate the receipt of goods and services across multiple departments.
- Demonstrated attention to detail and the ability to process purchasing transactions and related documentation accurately and within established deadlines.
- Strong organizational, communication, and problem-solving skills, including the ability to collaborate with internal departments, vendors, and Accounts Payable to resolve discrepancies and address purchasing issues.
- Ability to manage competing priorities and work effectively in a fast-paced environment.
PREFERRED QUALIFICATIONS
- bachelor’s degree in business administration, Supply Chain Management, Logistics Management, or a related field; or an equivalent combination of education and experience, including five years of experience in a complex procurement environment.
KNOWLEDGE, SKILLS, AND ABILITIES
- Knowledge of procurement processes, purchase order management, supply chain operations, and three-way matching procedures.
- Proficiency with NetSuite or an Oracle-based enterprise resource planning (ERP) system.
- Strong organizational skills, with the ability to prioritize requests and manage a high volume of transactions across multiple departments.
- Strong attention to detail and the ability to maintain accurate records, process transactions, and meet established deadlines.
- Effective written and verbal communication skills, with the ability to collaborate with vendors, internal departments, and Accounts Payable.
- Strong problem-solving skills, including the ability to investigate discrepancies, resolve purchasing issues, and escalate concerns appropriately.
SCOPE & ACCOUNTABILITY
- Responsible for the accurate and timely processing of purchase orders and related procurement transactions for Operations.
- Accountable for coordinating the receipt of goods and services and maintaining accurate purchasing records within applicable business systems.
- Works collaboratively with internal departments, vendors, and Accounts Payable to resolve purchase order discrepancies and three-way matching exceptions.
- Identifies and escalates procurement delays, discrepancies, and supply chain issues to the Procurement Manager as appropriate.
SUPERVISORY RESPONSIBILITY
- Ability to work with moderate supervision and some independent decision making.
WORK ENVIRONMENT & PHYSICAL DEMANDS
- Office atmosphere
- Sitting for extended periods of time
- Using a variety of office equipment
- Moderate noise level