Purchasing Coordinator

Purchasing Coordinator Hoffman Estates, IL Job Details Full-time $65,000 - $85,000 a year 20 hours ago Benefits Health insurance Qualifications Record keeping Budget management Microsoft Excel Microsoft Outlook Supplier management Budget control 5 years Regulatory compliance ERP systems Data reporting Production inventory management Purchase order management Mid-level Administrative experience Invoice payment processing Continuous improvement Receiving shipments Organizational skills Quality standards in production Logistics inventory management Manufacturing Cross-functional collaboration Associate's degree Manufacturing company experience Communication skills Technical Proficiency Negotiation Regulatory compliance management Cross-functional communication Supply chain collaboration Internal audits Supply chain process improvement Full Job Description Job Summary The Purchasing Coordinator supports the procurement activities of a Japanese manufacturing organization producing dental, surgical, and industrial products. This role is responsible for coordinating purchase orders, supplier communication, inventory support, and documentation while ensuring adherence to company policies, quality systems, and regulatory requirements. The position works closely with internal departments and headquarters (NHQ) to ensure timely, accurate, and compliant purchasing activities that support production, service, and business operations. Key Duties and Responsibilities Purchasing & Procurement Coordination Create, process, and maintain purchase orders for materials, components, equipment, and services Coordinate purchasing activities in accordance with internal approvals, budgets, and established procedures Track open purchase orders and proactively follow up with suppliers to ensure on‑time delivery Support purchasing decisions by gathering pricing, lead times, and availability information Supplier Communication & Support Communicate professionally with domestic and international suppliers, including Japanese and German based vendors Coordinate order confirmations, delivery schedules, and changes with suppliers Maintain accurate supplier records, pricing information, and approved supplier documentation Support supplier evaluations and assist with onboarding in accordance with quality requirements Inventory & Logistics Support Assist with inventory monitoring to support production, service, and sales requirements Coordinate with warehouse and receiving teams on incoming shipments and discrepancies Track delayed or missing shipments and escalate issues appropriately Support inventory counts, audits, and year‑end inventory activities Quality, Compliance & Documentation Ensure purchasing activities comply with company policies, quality management systems (QMS), and regulatory requirements (e.g., medical and dental product standards) Maintain accurate and organized purchasing documentation, including purchase orders, confirmations, invoices, and shipping documents Support internal and external audits by providing purchasing records and explanations Coordinate with quality, regulatory, and operations teams as required Cross‑Functional & NHQ Coordination Work closely with accounting to resolve invoice discrepancies and support timely payment processing Coordinate with internal departments such as operations, service, engineering, quality, and sales to understand purchasing needs Communicate and coordinate with NHQ (Japan) regarding product availability, pricing, approvals, and special orders Support continuous improvement initiatives related to purchasing and supply chain processes Administrative & Reporting Support Prepare purchasing and inventory reports as requested Assist with budget tracking and cost control initiatives Maintain purchasing data in ERP and related systems Perform additional purchasing or administrative duties as assigned Qualifications Required Associate's degree or equivalent work experience in purchasing, supply chain, or administration 5+ years of experience in a purchasing, procurement, or manufacturing support role Strong technical proficiency in Microsoft Office (Excel, Outlook, Word) Strong attention to detail and organizational skills Clear and professional written and verbal communication skills Preferred Experience in manufacturing, especially medical, dental, or regulated industries Familiarity with ERP systems and inventory management Experience working with international suppliers or headquarters‑based organizations Understanding of quality systems, documentation control, or regulated purchasing environments Understanding of tariffs, importing and exporting from different countries, and compliance Experience in project management desired Core Competencies Accuracy, consistency, and follow‑through Ability to manage multiple priorities in a structured environment Strong negotiation and communication skills Respect for procedures, quality standards, and internal controls Team‑oriented mindset with a continuous improvement focus