Procurement and Supply Chain Coordinator

Job description

Role objective 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 and purchase order processing, then follows each approved order from supplier confirmation through dispatch, freight, warehouse handling and final client delivery. 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 and proactive management of exceptions. Job Details: Work Set-up: Work from home Schedule: Monday to Friday, 8:30 am to 5:30 pm Perth or Manila time Key responsibilities Procurement and quotation support 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. Purchase order and supplier coordination 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. Supply chain and logistics coordination 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. Stakeholder service and backup coverage 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. Systems compliance and continuous improvement 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. Decision rights and escalation May request quotations, clarify routine information, prepare quote comparisons, create draft purchase orders, coordinate approved freight and follow up suppliers and deliveries. Must obtain documented approval before supplier award, purchase order release, acceptance of material changes, non-standard commercial terms or commitments outside delegated authority. Must escalate incomplete or conflicting information, non-comparable quotations, material cost changes, payment or compliance risk, quality concerns, delivery threats and unresolved supplier or freight issues. Qualifications and experience 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. 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.