[Hiring] Procurement and Supply Chain Coordinator @Sourcefit

Role Description

The Procurement and Supply Chain Coordinator is a hybrid operational role supporting both purchasing and end-to-end logistics. The role supports:

• Supplier sourcing
• RFQs
• Quotation analysis
• Vendor coordination
• Purchase order processing

The position provides flexible backup across the procurement and logistics functions, including coverage for the existing Supply Chain Coordinator during leave or unavailability. Success requires:

• Practical experience in both procurement and supply chain operations
• Strong English communication
• Disciplined process adherence
• Accurate system records
• Proactive management of exceptions

Qualifications

• Qualification in procurement, supply chain management, logistics, commerce, business administration or a related discipline is preferred.
• At least three years of practical experience spanning both procurement or purchasing and supply chain or logistics coordination.
• Demonstrated experience with RFQs, quotation comparison, supplier follow-up, purchase orders, freight coordination, shipment tracking and final delivery.
• Prior experience supporting Australian businesses or Australian accounts within a BPO, shared-service or offshore environment is strongly preferred.
• Working knowledge of Incoterms, freight options, import and export documentation, customs coordination and total landed cost.
• Experience in industrial, mining, engineering, technical products or a similar operational supply chain environment is advantageous.
• Experience using ERP, CRM, procurement or order-management systems; SAP, Microsoft Dynamics CRM, Microsoft Business Central, Xero or similar exposure is preferred.
• Strong Microsoft Excel, Outlook and Microsoft 365 capability, with high accuracy in data entry, reporting and document control.
• Exceptional written and spoken English suitable for Australian business communication is mandatory.

Requirements

• Review procurement requests and confirm that descriptions, part numbers, quantities, specifications, delivery requirements and approval details are complete.
• Source suitable suppliers and request quotations in accordance with Progility’s competitive quotation and supplier due-diligence requirements.
• Follow up suppliers, clarify technical and commercial details, and obtain complete pricing, lead-time, payment, warranty, weight, dimensions and freight information.
• Prepare like-for-like quotation comparisons considering unit price, currency, freight, total landed cost, lead time, payment terms, quality, service and supply risk.
• Support supplier negotiation within approved parameters and escalate sole-source, urgent, low-margin, non-standard or higher-risk requirements for approval.
• Assist with vendor onboarding, account setup and maintenance of accurate supplier records.
• Prepare and maintain accurate purchase orders, ensuring pricing, quantities, descriptions, currency, tax treatment, delivery address, freight and payment terms match approved documentation.
• Obtain supplier acknowledgement and confirm availability, committed delivery date, shipping terms and any deviations from the purchase order.
• Track open purchase orders and proactively follow up supplier milestones, delays, backorders and documentation requirements.
• Coordinate approved changes and maintain a clear record of revisions, approvals and supplier correspondence.
• Support resolution of invoice discrepancies, incorrect quantities, damaged or non-conforming goods, warranty matters and returns.
• Coordinate the movement of goods from supplier dispatch through warehouse receipt or direct delivery to the client, following approved SOPs.
• Obtain, compare and track freight quotations, shipping methods, transit times, collection requirements and delivery costs.
• Capture packaging details, weights, dimensions, origin, collection contacts, tracking information, freight documentation and proof of delivery.
• Coordinate domestic and international freight, including import and export documents, customs-clearance support, Incoterms and handover requirements.
• Monitor shipments and delivery milestones, communicate delays or exceptions early, and coordinate practical recovery actions with suppliers, freight providers, warehouses and internal stakeholders.
• Confirm delivery completion and ensure shortages, damage, discrepancies and outstanding documentation are followed through to closure.
• Provide timely, accurate updates to the Perth operations team on RFQs, purchase orders, supplier performance, freight movement, delivery dates and exceptions.
• Work across procurement and logistics priorities as directed to maintain coverage during workload peaks, leave or team member unavailability.
• Provide backup coverage for the Supply Chain Coordinator and support procurement team activities without creating gaps in ownership or communication.
• Communicate professionally with suppliers, freight partners, warehouses and internal stakeholders; customer-facing communication may be introduced once required capability and judgement are demonstrated.
• Escalate commercial, quality, delivery, compliance or approval issues outside delegated authority to the Operations Team Lead or Head of Operations.
• Maintain complete and accurate records for RFQs, quotations, approvals, purchase orders, freight, customs, delivery, supplier correspondence and issue resolution.
• Use Microsoft Dynamics CRM, Microsoft Business Central, Excel, Outlook, Xero and other approved systems as applicable, supporting system transitions through accurate data and disciplined adoption.
• Follow procurement and logistics SOPs, delegated authority, approval, audit, document-control and segregation-of-duties requirements.
• Provide routine reporting on RFQ status, open orders, delivery performance, freight costs, exceptions, supplier performance and operational workload.
• Identify recurring delays, errors, control gaps or manual effort and recommend practical improvements to workflows, templates, trackers and reporting.

Benefits

• Work from home
• Schedule: Monday to Friday, 8:30 am to 5:30 pm Perth or Manila time

Personal Attributes

• Highly organised and detail-focused, with the ability to manage multiple RFQs, orders and shipments without losing accuracy or visibility.
• Proactive and persistent in supplier and freight follow-up, with a strong internal service mindset.
• Commercially aware and able to balance price, freight, lead time, quality, risk and customer commitments.
• Process-disciplined, accountable and comfortable making routine decisions within guidelines while escalating issues early.
• Adaptable and team-oriented, with the flexibility to move between procurement and supply chain priorities as operational needs change.
• Able to work remotely with minimal supervision, reliable attendance, transparent workload management and practical power or connectivity contingencies.