Purchasing & Order Operations Coordinator

4 weeks ago

Rizal, Philippines Assist World Full time

Purchasing & Order Operations Coordinator Join to apply for the Purchasing & Order Operations Coordinator role at Assist World We’re hiring a detail-obsessed coordinator to run day-to-day purchasing and order administration. You’ll create and track purchase orders (POs), enter customer sales orders into our system, coordinate purchasing with manufacturers, and issue invoices—accurately, on time, every day. This is a back‑office, operations role that requires real-time availability during U.S. business hours and close collaboration with our internal team. What you’ll do Create POs for approved items; ensure pricing, terms, MOQs, and ship‑to details are correct. Follow up with manufacturers on lead times, ship dates, and on‑time delivery; flag risks early and help unblock delays. Support light negotiations on price/expedites under predefined guidelines. Enter customer orders in the system with precise SKUs, variants, quantities, and dates. Validate availability, confirm acknowledgements, and keep order status current. Calculate component needs (e.g., stone counts per unit × order qty + breakage/wastage %). Prepare simple allocation/shortage reports and recommend reorders. Generate accurate invoices upon shipment or milestone; ensure terms, taxes, and freight rules are applied. Daily collaboration Be online and responsive 9–6 ET; coordinate live with the team via chat/meetings. Provide end‑of‑day updates on open POs, late items, and action items. Must‑have qualifications 2+ years in purchasing, order management, operations, or similar back‑office coordination. Proven accuracy with PO/SO entry, invoicing, and document control in an ERP/order system. Strong numeracy: comfortable with unit math, roll‑ups, and add‑ons (e.g., 1,000 units × 15 stones + 5% breakage). Excellent English comprehension and written communication; clear, concise updates. High attention to detail, reliability, and follow‑through in a fast‑moving, daily workload. Tech‑savvy with spreadsheets and business apps; quick to learn new systems. Ability to work exclusively during 9–6 ET and maintain a quiet, professional setup. Nice‑to‑have Experience coordinating with manufacturers/suppliers (lead times, OTIF, shipment bookings). Familiarity with jewelry, components, or SKU‑rich catalogs. Basic purchasing cost analysis (landed cost, price breaks, expedite fees). Success metrics (first 60–90 days) >99% data accuracy on PO/SO fields and invoices. Same‑day entry for all new customer orders and PO updates. On‑time follow‑ups to vendors with clear next steps; issues escalated early. Consistent, useful daily status reports without chasing. Tools you’ll use Company ERP/order entry & invoicing system. Email/chat (e.g., Outlook, Teams/Slack) and spreadsheets (Excel/Google Sheets). Detail‑driven, organized, and methodical. Proactive communicator who confirms assumptions and closes loops. Calm under deadlines; committed to quality and consistency every day. Ownership mindset—sees problems and proposes solutions. Seniority level Executive Employment type Full‑time Job function Administrative and Finance Industries Office Administration Referrals increase your chances of interviewing at Assist World by 2x Get notified about new Operations Coordinator jobs in Philippines . #J-18808-Ljbffr

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