| Detail | For this role |
|---|---|
| Department | Procurement and Purchase |
| Level | Entry level |
| Reports to | Purchase Manager |
| Direct reports | None |
| Experience | 1 to 3 years in purchase or logistics coordination |
Purchase Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Purchase Coordinator
Department: Procurement and Purchase
Reports to: Purchase Manager
Location: [City], [office, branch or site]
About the role
A Purchase Coordinator keeps orders moving by joining up the stores, suppliers, accounts and logistics around every purchase. They track order status and delivery schedules, chase dispatches, follow up goods receipt notes and payment queries, and keep everyone informed. The role reports to the Purchase Manager. A good purchase coordinator prevents surprises: they know where every open order stands, flag delays before they hurt, close goods receipt and invoice gaps quickly, and are the single point everyone calls to find out when material will arrive.
Key responsibilities
- Track the status of every open order and keep a live schedule of expected deliveries.
- Chase suppliers on dispatch and transport and confirm delivery dates for the team.
- Coordinate goods receipt with stores and follow up goods receipt notes for buyers and accounts.
- Follow up payment queries and pending documents between suppliers, accounts and buyers.
- Flag delivery delays early and help arrange urgent transport or partial dispatch.
- Keep users and buyers informed on when their material will arrive.
- Coordinate returns, rejections and replacements with stores, quality and suppliers.
- Maintain trackers for open orders, pending receipts and pending payments.
- Arrange documents such as e-way bills and test certificates for smooth receipt.
- Escalate stuck orders and repeated delays to the purchase manager.
Requirements
- Graduate in commerce, arts or logistics
- A supply chain or logistics course is an advantage
- Basic knowledge of goods receipt and e-way bills
- 1 to 3 years in purchase or logistics coordination
KRAs and KPIs for a Purchase Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Order visibility | Open order tracker kept current above the agreed accuracy each day |
| Delivery follow up | Delivery delays flagged before the promised date above the agreed level |
| Goods receipt | Goods receipt notes closed within the target time of delivery |
| Payment coordination | Payment and document queries resolved within the target time |
| Communication | User and buyer queries on order status answered within the agreed time |
| Returns | Rejections and replacements coordinated to closure within target time |
Skills and tools
Tools used day to day: MS Excel, SAP MM, Tally Prime, Transporter portals, Email.
Reporting line and career path
Next roles: Purchase Officer, Buyer, Purchase Manager
Interview questions for a Purchase Coordinator
- How do you keep track of many open orders at different stages?
- How do you spot a delivery delay before it becomes a shortage?
- How do you coordinate a goods receipt when the store and supplier disagree?
- A payment is stuck and the supplier is holding dispatch. What do you do?
- How do you arrange an urgent partial dispatch when a full one will be late?
- How do you keep users updated without being asked all day?
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What does a Purchase Coordinator do?
A Purchase Coordinator keeps orders moving by joining up stores, suppliers, accounts and logistics. They track order status and delivery schedules, chase dispatches, follow up goods receipt and payment queries, and keep everyone informed. They are the point of contact for where an order stands and when material will arrive.
What is the difference between a Purchase Coordinator and a Buyer?
A Buyer selects suppliers and places orders. A Purchase Coordinator tracks and follows up those orders through delivery, goods receipt and payment, coordinating everyone involved. The buyer decides and orders; the coordinator makes sure the order actually arrives and closes cleanly.
What skills does a Purchase Coordinator need?
The role needs strong order tracking, follow through and coordination, comfort with spreadsheets and a purchasing system, and clear communication. Because they work across stores, suppliers, accounts and transport, they also need to stay calm under pressure and keep many open orders organised at once.