Buying or purchasing coordinators as they are more often known as, perform a variety of purchasing duties for the companies that they represent. This may include identifying the companies’ buying needs, preparing requests for proposals and choosing and contacting vendors to manage buying activities.
Depending on the type of organization that they are working for, they may buy merchandize for the company they represent or for reselling purposes. They are often in charge of tracking inventory levels to gauge the need for buying products and are required to understand what and how much is needed to meet optimum levels of stock for the company.
It is imperative for buying coordinators to possess good negotiation and communication skills as they are in constant contact with company representatives and vendors and suppliers. Requirements to work as buying coordinators may fall anywhere between a high school diploma and a bachelor’s degree, depending on the individual prerequisites of the employer. Strong analytic abilities and good decision making skills are important if you want to work at this position as you will constantly be in a “go-getting” mode. Follow up skills and the ability to handle purchase related documentation is also important in this role.
• Assess company’s buying needs by looking through stock inventories
• Create purchasing plans by analyzing which vendors or suppliers to contact
• Contact purchasing agents and inquire into availability of supplies and equipment
• Inquire into prices of needed items and indulge into negotiation activities to settle on best possible price
• Maintain knowledge of company budgets for each item and ensure that purchasing activities are done within them
• Place orders for materials, supplies and equipment in a timely manner and ask for delivery deadlines
• Negotiate delivery deadlines so that they meet the company’s procurement timelines
• Place rush orders for items that may run out on short notice and ensure that they are procured before the company suffers loss
• Follow up on placed orders on a regular basis to ensure that they are dispatched on time
• Ask for updates on order status and keep company officials informed of the status
• Maintain knowledge of prices of items and keep accounting officials informed so that cash or checks can be arranged on time
• Receive orders and determine their accuracy by physically checking quantity and quality
• Isolate products that do not meet quality standards and inform suppliers of defects
• Issue checks to vendors and suppliers after ensuring that accurate information is written on them
• Communicate with employees to determine their supplies and materials procurement needs
• Create and maintain procurement and purchase reports on a regular basis
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