[Hiring] Purchasing Coordinator @Hire Overseas

Role Description

We're looking for a Purchasing Coordinator to run the operational side of every purchase order for two buyers at a fast-moving social commerce company. This is a precision execution role where you will:

• Build approval packets
• File item and vendor setup requests with the ERP partner
• Submit PO requests
• Check draft POs line by line
• Assemble wire packets
• Follow up with vendors for quotes, tracking, and routing forms
• Keep one open-items tracker so nothing waits on a reminder

Your job is to ensure that the buyers' decisions are executed correctly the first time. If you have hands-on PO administration experience inside an ERP, write clear English for US vendors and finance teams, and take pride in closing loops without being asked, this role is a strong fit.

Qualifications

• 2 or more years of hands-on experience in purchasing operations, order administration, supply chain admin, or accounts payable support for a distributor, e-commerce seller, or trading company
• Direct experience administering purchase orders inside an ERP or order management system such as Dynamics AX, Dynamics 365, NetSuite, SAP, QuickBooks, or Odoo
• Professional written English with no review step
• Spoken English confident enough to phone a US vendor and verify banking details
• Strong Excel and Google Sheets skills including lookups, clean table formatting, and reconciling lists
• Careful with numbers and attachments
• Available Monday through Friday with at least 6 hours of overlap with 8 AM to 6 PM US Pacific Time

Requirements

• Build price approval and wire approval requests from the buyer's deal sheet
• Attach the correct supporting documents to every approval request
• Log every open approval in the tracker and chase it on a set cadence
• File item setup and vendor setup requests accurately
• Collect all necessary documents from vendors
• Fill the PO request form correctly
• Check draft POs line by line and approve or correct them
• Assemble the full wire request including all necessary documents
• Verify banking details with the vendor before submission
• Match received quantities to paid quantities and flag discrepancies
• Collect invoices for accounting and keep all records organized

Benefits

• Paid in USD (bi-monthly: every 15th and 30th)
• Paid Time Off in accordance with company policy
• Observance of Holidays per company guidelines
• 100% remote setup
• Defined role from day one with a written six-step SOP and house email templates

Nice to Have

• Experience working for a US wholesale distributor, closeout buyer, Amazon seller, or TikTok Shop seller
• Filed item setup or vendor setup requests and collected product data
• Coordinated LTL pickups including routing requests, BOLs, and pallet labels
• Handled Alibaba Trade Assurance orders, disputes, and refunds
• Familiarity with Keepa, Helium 10, or similar Amazon data tools
• Experience with HubSpot or another CRM
• Conversational Mandarin for Alibaba supplier communication

How to Apply

Please include:

• Your updated resume
• A 5-minute Loom video walking through a purchase order or vendor onboarding you personally administered

Only candidates who submit a Loom video will be moved to the next step of the hiring process.

Application Process Overview

Our comprehensive selection process ensures we find the right fit for both you and our clients:

• Initial Application - Submit your application and complete our prequalifying questions
• Video Introduction - Record a video introduction to showcase your communication skills and work experience
• Role-Specific Assessment - Complete a homework assignment tailored to the position (if applicable)
• Recruitment Interview - Initial screening with our talent team
• Executive Interview - Meet with senior leadership to discuss role alignment
• Client Interview - Final interview with the client team you'd be supporting
• Background & Reference Check - Professional reference verification
• Job Offer - Successful candidates receive a formal offer to join the team

Each stage is designed to evaluate your fit for the role while giving you insights into our company culture and expectations.