Purchasing Coordinator

We are seeking a detail-oriented Purchasing Coordinator to support procurement operations. This role is important to effective purchase order (PO) management, accurate receiving and documentation, and coordination across internal departments and external suppliers. The successful candidate will track order status, manage delivery documentation, maintain accurate system records, help resolve discrepancies, prepare reports, and support audit and month-end close activities.

Key Responsibilities

Purchase Order (PO) Management

· Track the status of items on open purchase orders daily through vendor portals and direct communication with suppliers.

· Update the procurement system (ConnectWise) promptly and accurately with order status, expected delivery dates, tracking details, and other relevant information.

· Monitor outstanding and aging purchase orders, backorders, delayed deliveries, and other exceptions; follow up proactively and escalate unresolved issues to the Procurement Manager.

Receiving and Documentation

· Process and record receipt confirmations for items delivered to company locations or directly to clients, based on verified delivery information and supporting documentation.

· Manage virtual or electronically delivered items and ensure appropriate proof of delivery or other supporting documentation is uploaded to ConnectWise.

· Ensure eligible receiving transactions are recorded by the first business day of each month to support month-end close; promptly flag undelivered items or documentation gaps rather than recording unverified receipts.

· Ensure each PO is supported by complete and accurate documentation in accordance with company procedures.

Coordination with Other Departments and Suppliers

· Notify Accounts Receivable when client orders are ready for invoicing, in accordance with established procedures.

· Coordinate with IT and Facilities to order items for internal use as requested.

· Work with Accounts Payable to investigate and resolve discrepancies between supplier invoices, purchase orders, and receipt records.

· Coordinate with US-based suppliers, distributors, and internal stakeholders to resolve order delays, pricing discrepancies, backorders, delivery issues, and other purchasing questions.

· Support procure-to-pay (P2P) activities, including PO processing, order tracking, receipt confirmation, and invoice discrepancy resolution.

Data Management, Reporting, and Controls

· Maintain daily procurement updates and reports showing purchasing activity, delivery status, open items, and outstanding issues.

· Support PO, receipt, and invoice reconciliation (three-way matching) and escalate discrepancies in accordance with company procedures.

· Provide records and supporting documentation for internal and external audit requests.

· Support month-end closing by reviewing open procurement transactions, confirming eligible receipts, resolving documentation gaps, and coordinating with Finance.

· Maintain confidentiality and follow company policies, internal controls, and standard operating procedures when handling vendor, commercial, and financial information.

Communication and Team Support

· Respond to vendor and employee inquiries within one business day, or provide an update and expected resolution timeline when an issue requires further investigation.

· Use ticketing systems, email, telephone, and video meetings to communicate, escalate, and resolve issues efficiently.

· Work collaboratively with team members to meet service-level expectations and shared goals.

· Provide backup and support to other procurement personnel when needed.

· Perform other related duties as assigned by the Procurement Manager.

What We’re Looking For

· Bachelor’s degree in Commerce, Business Administration, Finance, Supply Chain Management, or a related discipline preferred.

· Minimum of 2 years of relevant experience in purchasing, procurement coordination, order management, supplier coordination, or Procure-to-Pay (P2P) operations.

· Working knowledge of purchase order processing, order tracking, goods receiving, invoice reconciliation, and procurement documentation.

· Experience with procurement or ERP applications. ConnectWise experience is Must; experience with SAP, Oracle, NetSuite, Microsoft Dynamics 365, or similar systems is an advantage.

· Intermediate proficiency in Microsoft Excel, including PivotTables and VLOOKUP/XLOOKUP, along with working knowledge of Microsoft Word , Outlook, and Adobe Acrobat.

· Strong written and verbal English communication skills and the ability to coordinate effectively with US-based vendors and internal stakeholders.

· Experience supporting US-based or international procurement operations is preferred.

· Strong analytical, organizational, and problem-solving skills, with a high level of attention to detail.

· Ability to work independently, prioritize multiple tasks, manage deadlines, and meet defined turnaround times and service-level expectations.

· Ability to interpret and follow company policies, procedures, and internal controls.

· Demonstrated ability to maintain confidentiality and handle sensitive commercial, vendor, and financial information with discretion.

· Willingness and ability to work hours that provide the required overlap with US business hours, as determined by the team.

What We Offer

· Competitive compensation.

· Group medical insurance and other employee benefits in accordance with company policy.

· Provident Fund (PF) and applicable statutory benefits in accordance with Indian regulations and company policy.

· Paid leave and holidays in accordance with the applicable India leave policy.

Pay: Up to ₹700,000.00 per year

Benefits:

• Flexible schedule
• Health insurance
• Provident Fund

Ability to commute/relocate:

• Madhapur, Hyderabad, Telangana: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• DO YOU HAVE CONNECT WISE EXPERIENCE IS MUST

Experience:

• Microsoft Excel: 2 years (Required)
• Order management system: 2 years (Required)
• P2P: 2 years (Required)

Work Location: In person