Purchasing Coordinator

Job Title : Purchasing Coordinator

Location : Glendale Heights, IL

Reports to : Senior Director of Operations & Sales

Department : Purchasing

Position Summary

The Purchasing Coordinator plays a central role in managing the company's international purchasing and import operations—from issuing purchase orders and coordinating with global suppliers to ensuring timely delivery of materials to our facilities. This position serves as the primary contact for vendors, freight forwarders, and brokers, ensuring all documentation and regulatory requirements are met for the import of food products.

This role requires a detail-oriented, reliable, and proactive professional who thrives in a fast-paced environment. The ideal candidate will have strong organizational and communication skills, the ability to manage multiple priorities, and a desire to learn and master import documentation, customs, and compliance processes.

Key Responsibilities

• Purchase Order Management
• Create, manage, and monitor purchase orders in the ERP system based on approved purchasing needs and forecasts.
• Communicate with suppliers to confirm product details, pricing, and documentation requirements.
• Ensure all purchase order documentation (invoices, COAs, ISF, FDA paperwork, etc.) is received prior to shipment.
• Review and reconcile vendor invoices against POs and shipment records to support timely invoice approval.
• Shipment Tracking & Coordination
• Track all inbound containers from overseas shipment through port, rail, and warehouse delivery.
• Coordinate with import brokers, freight forwarders, and customs on clearance, release, and delivery status.
• Respond promptly (within 24 hours) to rail yard or port notifications to schedule truck pickups and avoid demurrage or storage fees.
• Notify warehouse and Quality Assurance teams of incoming shipments and provide detailed receiving instructions.
• Ensure all testing, documentation, and QC requirements are completed prior to release to production.
• Vendor Communication & Documentation
• Serve as the main point of contact for overseas and domestic suppliers regarding product specifications, COAs, and import documentation.
• Resolve discrepancies in orders, invoices, or shipping documentation with professionalism and urgency.
• Maintain well-organized digital records for all import paperwork, ensuring compliance with FDA and customs requirements.
• Data Management & Process Improvement
• Maintain a live tracking sheet of active POs, shipment statuses, and expected delivery dates.
• Update ERP and tracking systems with shipment data, cost, and milestones.
• Support supplier evaluations and data analysis based on cost, quality, and delivery performance.
• Identify and recommend improvements to streamline purchasing and import processes.
• Interdepartmental Collaboration
• Work closely with the Senior Director of Operations & Sales to align purchasing priorities with production and sales forecasts.
• Communicate shipment updates and receiving details with warehouse, QA, and accounting teams.
• Partner with Accounting to resolve invoice or pricing discrepancies promptly.
• Collaborate with the Quality team to ensure all incoming materials meet company standards prior to production.

Qualifications & Experience

Required :

Preferred :

Key Attributes

Why Join Us

This is an exciting opportunity to build expertise in international supply chain and purchasing within a growing food manufacturing organization. You'll work closely with leadership and multiple departments, ensuring smooth coordination of imported ingredients from supplier to facility—while helping maintain the highest standards of quality, efficiency, and compliance.