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For Employers

Purchase Coordinator

American International School Chennai

3 - 5 years

2 - 3 Lacs

chennai

Posted:1 hour ago| Platform:

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Skills Required

procurement business administration supply chain management due diligence purchase coordinator purchase excel coding mis logistics

Work Mode

Work from Office

Job Type

Full Time

Job Description

A transformative, reflective process of building understanding, empowering learners to think deeply, innovate, collaborate and act with purpose

POSITION DUTIES AND RESPONSIBILITIES

The Purchase Coordinator supports the smooth functioning of the purchasing department by coordinating with vendors, maintaining procurement records, and ensuring timely processing of purchase requests. This role is primarily operational, focusing on accurate documentation, communication, and follow-up for local and international purchases under the guidance of the Assistant Purchase Manager and Purchase Manager. Duties and responsibilities of this position include but are not limited to:

Procurement Support

Assist in purchasing equipment, supplies, and materials from local and international vendors as per approved purchase orders
Support the Purchase Manager in obtaining comparative quotations, preparing vendor evaluations and maintaining procurement records
Conduct initial vendor research and due diligence under supervision

Vendor & Documentation Management

Maintain accurate vendor files including name, address, email, phone, and tax identification details (GST/PAN, etc.)
Organize catalogues, supplier directories, and correspondence for both local and overseas suppliers
Assist in the preparation and processing of contracts, bids, and purchase agreements

International Purchases & Shipments

Support the Purchase Manager in coordinating with freight forwarders, shipping companies, and customs agents
Track incoming and outgoing shipments for school orders and overseas faculty/staff relocations
Help negotiate competitive shipping and logistics arrangements in coordination with the Purchase Manager

Finance & Compliance

Prepare and reconcile purchasing records for accounts, ensuring correct coding and financial documentation
Support internal audits and assist with physical inventory of school property when required
Ensure adherence to school procurement policies and SOPs

Operational Support

Manage small-scale purchases and maintain records
Assist in preparing procurement reports and MIS updates for leadership

Collaborate with other departments to ensure timely delivery of supplies and services

Professional Responsibilities

Maintain confidentiality and integrity in all procurement dealings
Support the development and improvement of procurement processes and systems
Perform other duties as assigned by the Purchase Manager or COO

KNOWLEDGE AND SKILLS

Strong interpersonal and communication skills
Negotiation and vendor management skills
Knowledge of contract administration, tax laws, and procurement regulations
Familiarity with import/export regulations and shipping processes
Extremely proficient in MS Excel and Google Docs
Ability to work effectively with a multicultural clientele
Strong organizational skills and attention to detail

PREFERRED QUALIFICATIONS AND EXPERIENCE

Demonstrated lifelong learner
Bachelor degree, preferably with background in Accounts, Business Administration, Logistics, or Supply Chain Management
3 to 5 years of progressively responsible experience in purchasing or procurement, preferably in an international organization, non-profit, or educational institution

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Purchase Coordinator