Purchasing Coordinator

Role Description

The Purchase Coordinator is responsible for managing end-to-end procurement operations — from raising requests to ensuring timely delivery. This role requires strong communication, excellent organisation, and rigorous documentation discipline. The right candidate will ensure that Root Labs always has the right materials, at the right time, at the right cost.

1. Raw Material & Packaging Procurement

• Source and procure raw materials, actives, fragrances, and oils.
• Coordinate with packaging suppliers for bottles, tubes, cartons, labels, pumps, etc.
• Request quotations, compare suppliers, negotiate pricing where applicable.
• Raise purchase orders (POs) and track approval workflows.

2. Vendor Coordination & Follow-ups

• Serve as the primary point of contact for all suppliers.
• Follow up on delivery timelines, shipment updates, and delays.
• Collect and verify vendor documentation (COA, MSDS, invoices, quotations).
• Maintain strong, professional vendor relationships.

3. Inventory & Material Tracking

• Track stock levels of raw and packaging materials.
• Anticipate shortages and initiate timely purchase requests.
• Maintain spreadsheets/ERP logs for incoming and consumed materials.
• Coordinate material movement to and from manufacturers.

4. Production Support

• Ensure all materials required for upcoming batches are available in advance.
• Communicate with production and formulation teams to understand requirements.
• Track dispatch of materials to contract manufacturers.

5. Documentation & Compliance

• Maintain organised, accurate records of POs, delivery challans, invoices, and specifications.
• Ensure every batch has complete documentation for audits and quality compliance.
• Update supplier databases, rate cards, and procurement trackers.