Purchasing Coordinator (BBS846)
TypeFull-time job
LocationPhilippines
Posted6 hours ago
We're looking for a Purchasing Coordinator to run the operational side of every purchase order for two buyers at a fast-moving social commerce company. You will build approval packets, file item and vendor setup requests with the ERP partner, submit PO requests, check draft POs line by line, assemble wire packets, follow up with vendors for quotes, tracking, and routing forms, and keep one open-items tracker so nothing waits on a reminder.
This is a precision execution role. The buyers decide what to buy and at what price. Your job is to make sure what they decided actually happens, correctly, the first time. One wrong quantity, wrong entity, or wrong attachment is the failure mode of this role. If you have hands-on PO administration experience inside an ERP, write English that US vendors and finance teams read without hesitation, and take genuine pride in closing loops without being asked, this role is a strong fit.
Why You'll Want to Join
You will be paid in USD (bi-monthly: every 15th and 30th)
Paid Time Off in accordance with company policy
Observance of Holidays per company guidelines
100% remote setup so you can work wherever you're most productive
This role requires at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time, Monday through Friday; preferred shift is 8 AM to 4 PM Pacific
Work directly with two buyers and a small, fast-moving leadership team with direct access and fast decisions
Defined role from day one with a written six-step SOP and house email templates already in place
What You'll Work On
Approval Packets and Open-Items Tracker
Build price approval and wire approval requests from the buyer's deal sheet including model, brand, quantity, cost, retail reference link, entity, and channel
Attach the correct supporting documents to every approval request
Log every open approval in the tracker and chase it on a set cadence without waiting to be asked
Maintain the tracker so it always reflects who something is stuck with and since when
ERP Item and Vendor Setup
File item setup and vendor setup requests on the ERP partner's forms accurately and completely
Collect everything the ERP partner needs from the vendor: UPCs, package and master carton dimensions and weights, box photos, W-9s, resale certificates, and compliance documents
Follow up with vendors until every document is received and the setup is complete
PO Requests and PO Confirmations
Fill the PO request form correctly including vendor number, freight terms, payment terms, destination warehouse, sales group, and customer number by channel
When the draft PO comes back, check it line by line and either approve it or send an exact, complete list of corrections
File retroactive POs for card and marketplace purchases as needed
Wire Packets and Vendor Follow-Through
Assemble the full wire request including approval, PO, proforma, and paying account
Call the vendor to verbally verify banking details before the wire is submitted
Relay the wire confirmation to the vendor and then chase ship date, tracking, invoices, and the routing form
Loop in logistics to schedule pickup and see each order through to receipt
Reconciliation and Records
Match received quantities to paid quantities and flag any discrepancies
Draft short-ship or damage notices for the buyer to review and approve
Collect invoices for accounting and keep all records organized and current
What You Bring
2 or more years of hands-on experience in purchasing operations, order administration, supply chain admin, or accounts payable support for a distributor, e-commerce seller, or trading company
Direct experience administering purchase orders inside an ERP or order management system such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo — and a clear understanding of POs, proforma invoices, freight terms, and payment terms
Professional written English with no review step; US vendors and finance staff should read your emails as native
Spoken English confident enough to phone a US vendor and verify banking details
Strong Excel and Google Sheets skills including lookups, clean table formatting, and reconciling one list against another
Keeps a tracker, closes loops without reminders, and says clearly who something is stuck with and since when
Careful with numbers and attachments; a wrong quantity, wrong entity, or wrong file is the failure mode of this role
Available Monday through Friday with at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time
Nice to Have
Experience working for a US wholesale distributor, closeout buyer, Amazon seller, or TikTok Shop seller
Filed item setup or vendor setup requests and collected product data including UPCs, dimensions, carton specs, and compliance certificates
Coordinated LTL pickups including routing requests, BOLs, and pallet labels
Handled Alibaba Trade Assurance orders, disputes, and refunds
Familiarity with Keepa, Helium 10, or similar Amazon data tools
Experience with HubSpot or another CRM
Conversational Mandarin for Alibaba supplier communication
How to Apply
Please include:
Your updated resume
A 5-minute Loom video walking through a purchase order or vendor onboarding you personally administered from request to receipt, showing a tracker you built, and ending with one minute on the last time you caught an error before it went out
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
Shortlisted candidates will complete a 30-day paid pilot with a clear checklist: run the full PO chain on a new order unaided and keep every open item on the tracker from day one.
If you are precise, close loops without being asked, and want to own the operational side of purchasing for a fast-moving social commerce team, this role gives you the structure and the direct access to do your best work.
Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients:
Initial Application - Submit your application and complete our prequalifying questions
Video Introduction - Record an video introduction to showcase your communication skills and work experience
Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
Recruitment Interview - Initial screening with our talent team
Executive Interview - Meet with senior leadership to discuss role alignment
Client Interview - Final interview with the client team you'd be supporting
Background & Reference Check - Professional reference verification
Job Offer - Successful candidates receive a formal offer to join the team
Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.
We'll keep you informed throughout the process and provide feedback at each step.
Originally posted on Himalayas
This is a precision execution role. The buyers decide what to buy and at what price. Your job is to make sure what they decided actually happens, correctly, the first time. One wrong quantity, wrong entity, or wrong attachment is the failure mode of this role. If you have hands-on PO administration experience inside an ERP, write English that US vendors and finance teams read without hesitation, and take genuine pride in closing loops without being asked, this role is a strong fit.
Why You'll Want to Join
You will be paid in USD (bi-monthly: every 15th and 30th)
Paid Time Off in accordance with company policy
Observance of Holidays per company guidelines
100% remote setup so you can work wherever you're most productive
This role requires at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time, Monday through Friday; preferred shift is 8 AM to 4 PM Pacific
Work directly with two buyers and a small, fast-moving leadership team with direct access and fast decisions
Defined role from day one with a written six-step SOP and house email templates already in place
What You'll Work On
Approval Packets and Open-Items Tracker
Build price approval and wire approval requests from the buyer's deal sheet including model, brand, quantity, cost, retail reference link, entity, and channel
Attach the correct supporting documents to every approval request
Log every open approval in the tracker and chase it on a set cadence without waiting to be asked
Maintain the tracker so it always reflects who something is stuck with and since when
ERP Item and Vendor Setup
File item setup and vendor setup requests on the ERP partner's forms accurately and completely
Collect everything the ERP partner needs from the vendor: UPCs, package and master carton dimensions and weights, box photos, W-9s, resale certificates, and compliance documents
Follow up with vendors until every document is received and the setup is complete
PO Requests and PO Confirmations
Fill the PO request form correctly including vendor number, freight terms, payment terms, destination warehouse, sales group, and customer number by channel
When the draft PO comes back, check it line by line and either approve it or send an exact, complete list of corrections
File retroactive POs for card and marketplace purchases as needed
Wire Packets and Vendor Follow-Through
Assemble the full wire request including approval, PO, proforma, and paying account
Call the vendor to verbally verify banking details before the wire is submitted
Relay the wire confirmation to the vendor and then chase ship date, tracking, invoices, and the routing form
Loop in logistics to schedule pickup and see each order through to receipt
Reconciliation and Records
Match received quantities to paid quantities and flag any discrepancies
Draft short-ship or damage notices for the buyer to review and approve
Collect invoices for accounting and keep all records organized and current
What You Bring
2 or more years of hands-on experience in purchasing operations, order administration, supply chain admin, or accounts payable support for a distributor, e-commerce seller, or trading company
Direct experience administering purchase orders inside an ERP or order management system such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo — and a clear understanding of POs, proforma invoices, freight terms, and payment terms
Professional written English with no review step; US vendors and finance staff should read your emails as native
Spoken English confident enough to phone a US vendor and verify banking details
Strong Excel and Google Sheets skills including lookups, clean table formatting, and reconciling one list against another
Keeps a tracker, closes loops without reminders, and says clearly who something is stuck with and since when
Careful with numbers and attachments; a wrong quantity, wrong entity, or wrong file is the failure mode of this role
Available Monday through Friday with at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time
Nice to Have
Experience working for a US wholesale distributor, closeout buyer, Amazon seller, or TikTok Shop seller
Filed item setup or vendor setup requests and collected product data including UPCs, dimensions, carton specs, and compliance certificates
Coordinated LTL pickups including routing requests, BOLs, and pallet labels
Handled Alibaba Trade Assurance orders, disputes, and refunds
Familiarity with Keepa, Helium 10, or similar Amazon data tools
Experience with HubSpot or another CRM
Conversational Mandarin for Alibaba supplier communication
How to Apply
Please include:
Your updated resume
A 5-minute Loom video walking through a purchase order or vendor onboarding you personally administered from request to receipt, showing a tracker you built, and ending with one minute on the last time you caught an error before it went out
Only candidates who submit a Loom video will be moved to the next step of the hiring process.
Shortlisted candidates will complete a 30-day paid pilot with a clear checklist: run the full PO chain on a new order unaided and keep every open item on the tracker from day one.
If you are precise, close loops without being asked, and want to own the operational side of purchasing for a fast-moving social commerce team, this role gives you the structure and the direct access to do your best work.
Application Process Overview
Our comprehensive selection process ensures we find the right fit for both you and our clients:
Initial Application - Submit your application and complete our prequalifying questions
Video Introduction - Record an video introduction to showcase your communication skills and work experience
Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
Recruitment Interview - Initial screening with our talent team
Executive Interview - Meet with senior leadership to discuss role alignment
Client Interview - Final interview with the client team you'd be supporting
Background & Reference Check - Professional reference verification
Job Offer - Successful candidates receive a formal offer to join the team
Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.
We'll keep you informed throughout the process and provide feedback at each step.
Originally posted on Himalayas
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