Procurement Coordinator (Vaughan)

Position Summary: The Procurement Coordinator is responsible for the end-to-end monitoring and follow-up of open purchase orders to ensure the uninterrupted flow of inbound goods and alignment with the company’s Master Supply Plan. Acting as the primary liaison between the company and its vendor base, this role focuses on proactive communication, delivery tracking, ERP data accuracy, and early identification of supply risks that could impact operations, production, or customer fulfillment. Essential Responsibilities and Accountabilities - Act as the primary point of contact for vendors regarding open purchase orders and shipment status. - Conduct regular follow-ups with domestic and international suppliers to confirm production timelines, ship dates, and delivery schedules. - Monitor inbound shipments to ensure deliveries remain on track with the Master Supply Plan. - Proactively identify potential delays, shortages, or schedule changes before they impact operations. - Escalate critical supply issues or delivery risks to Procurement Management in a timely manner. - Build and maintain professional working relationships with vendors to support effective communication and issue resolution. - Maintain accurate and up-to-date information in the ERP system, including Estimated Times of Arrival (ETAs), shipment updates, and order status changes. - Monitor and manage daily Open Purchase Order reports to ensure data integrity and visibility across the business. - Prepare and distribute status updates related to inbound shipments, delayed orders, and supply risks. - Support reporting and tracking activities for Procurement and Supply Planning teams. - Identify discrepancies between supplier commitments and supply requirements. - Collaborate with vendors, logistics providers, and internal stakeholders to resolve shipment, documentation, or scheduling issues. - Assist with reconciliation of shipping and receiving documentation to ensure accuracy for Warehouse and Receiving teams. - Support continuous improvement initiatives focused on procurement visibility, communication, and delivery performance. - Partner closely with Supply Planning to communicate changes impacting inventory availability or production schedules. - Coordinate with the Logistics team regarding vendor readiness and inbound freight scheduling. - Support Warehouse operations by providing visibility into upcoming deliveries to assist with labor and dock planning. - Work collaboratively across departments to ensure alignment on inbound supply priorities. Education and/or Experience - Diploma or degree in Business, Supply Chain, Procurement, or related field preferred. - Minimum 1 year of experience in procurement coordination, purchasing support, supply chain, or customer/vendor coordination. - Solid organizational and follow-up skills. - Excellent communication and relationship management abilities. - High attention to detail and ability to manage multiple open orders simultaneously. - Proficiency in Microsoft Excel and ERP or purchasing systems. - Ability to work independently and proactively manage priorities. Language & Communication Skills - Excellent verbal and written communication skills with the ability to communicate professionally across all levels of the organization and with external vendors. - Strong follow-up and relationship management skills when coordinating with domestic and international suppliers. - Ability to clearly communicate shipment updates, delays, and supply risks to internal stakeholders. - Effective listening and problem-resolution skills in fast-paced operational environments. - Strong organizational communication skills with attention to detail and accuracy. - Ability to manage multiple conversations, priorities, and follow-ups simultaneously. - Professional email etiquette and documentation practices. - Fluency in English required; additional languages are considered an asset Technical Skills - Proficiency in Microsoft Office Suite, particularly Excel and Outlook. - Experience working with ERP, MRP, or procurement systems (e.G., SAP, Oracle, Microsoft Dynamics, NetSuite). - Ability to track and manage open purchase orders and inbound delivery schedules. - Familiarity with supply chain, procurement, and inventory management processes. - Experience maintaining procurement records and vendor communication logs. - Ability to analyze delivery status reports and identify potential supply risks or delays. - Strong data entry accuracy and reporting skills. - Familiarity with shipping documentation, order confirmations, and delivery tracking processes. - Basic understanding of supply planning and logistics coordination. - Ability to use collaboration and communication tools effectively (Teams, E-Mail, shared trackers, etc.). Apply on Kit Job: kitjob.ca/job/2p9yms