Purchasing and Logistics Coordinator

Purchasing and Logistics Coordinator

Job Summary:

A detail-oriented Procurement & Logistics Coordinator to manage the end-to-end purchasing process and logistics. This individual will create purchase orders, coordinate with suppliers, manage shipping and packing lists, handle defective goods and returns, and ensure timely payment processing.

Key Responsibilities:

1. Procurement Management:

o Generate and process purchase orders (POs) based on company needs and project requirements.

o Negotiate delivery schedules with suppliers to ensure the best possible deals for the company.

o Work closely with suppliers to confirm product availability, delivery schedules, and specifications.

o Monitor and track supplier performance, addressing any issues related to the product

quality or delivery delays.

2. Inventory and Stock Control:

o Maintain optimal stock levels by tracking inventory, setting reorder points, and conducting regular stock audits.

o Work closely with the warehouse team to ensure accurate records of stock movement and receipt of goods.

o Identify slow-moving or obsolete stock and coordinate with management on clearance or disposal strategies.

o Coordinate stock replenishments based on project timelines and sales forecasts to ensure availability without overstocking.

3. Logistics and Transportation Management/Coordination:

o Coordinate the logistics and transportation of goods from suppliers to the warehouse, ensuring timely and accurate deliveries.

o Arrange and manage packing lists and shipping of items to ensure timely delivery.

o Develop and manage relationships with logistics providers, negotiating transport

rates and ensuring compliance with delivery schedules,

o Ensure proper documentation and compliance with customs regulations for international shipments.

o Track shipments and maintain communication with transport providers to resolve

any delivery issues or delays.

o Plan and optimize delivery routes to minimize costs and improve efficiency,

o Ensure that all goods are transported and handled in a way that prevents damage and meets safety standards.

o Oversee logistics and transportation to ensure products are delivered efficiently and in good condition.

4. Order Tracking and Supplier Coordination:

o Monitor and follow up on open orders to ensure timely delivery and communicate

delays or issues to relevant departments,

o Ensure that all orders are accurately recorded in the company's inventory and

logistics management system.

o Coordinate with suppliers on product quality control, returns, or replacement of

damaged goods.

5. Budget and Cost Management:

o Work within allocated budgets to procure goods and services in a cost-effective manner.

o Monitor and report on purchasing and logistics expenses, maintaining up-to-date records of costs, quantities, and suppliers,

o Identify cost-saving opportunities through alternative suppliers or negotiated

terms.

o Optimize transportation and delivery routes to reduce shipping costs.

6. Payment Management:

o Raise and submit payment requests for purchased goods and services,

o Ensure all documentation is completed and provided to the finance department

for timely payments.

7. Documentation and Compliance:

o Maintain accurate purchasing and logistics records, including purchase orders,

invoices, delivery receipts, and supplier agreements.

o Ensure that all procurement and logistics activities comply with company policies

and relevant regulations.

o Provide reports on purchasing and logistics activities, delivery schedules, and

supplier performance and issues.

8. Collaboration and Communication:

o Work closely with the sales, upper management, and finance teams to align

stock orders and delivery schedules with project deadlines and financial constraints.

o Communicate with internal stakeholders on stock availability, delivery schedules,

and any procurement or logistics issues.

o Organize and attend regular meetings with suppliers, vendors, and logistics

providers, and internal teams to ensure alignment on purchasing and delivery needs.

9. Supplier and Transport Provider Relationship Management:

o Develop and maintain strong relationships with key suppliers and transport

providers to ensure long-term partnerships and secure favourable terms.

o Conduct supplier and logistics provider evaluations, maintaining a preferred list

based on performance, quality, pricing, and reliability.

o Assist in resolving conflicts or disputes with suppliers or transport providers, including issues related to quality, delivery, or pricing discrepancies.

Key Skills and Competencies:

· Strong negotiation skills to secure the best terms and pricing with suppliers and logistics providers.

· Excellent organizational and time management abilities to handle multiple purchasing and logistics tasks and prioritize urgent orders.

· Attention to detail to ensure accurate records and documentation.

· An analytical mindset for effective demand forecasting, budgeting, and cost control in both purchasing and logistics.

· Strong communication and interpersonal skills to collaborate effectively with internal teams, suppliers, and logistics providers.

· Problem-solving skills to address procurement and delivery challenges, delays, and quality issues.

Qualifications and Experience:

· Education: Bachelor’s degree in business administration, supply chain management, logistics, or a related field (preferred but not mandatory based on experience).

· Experience of 2+ years of experience in procurement, supply chain management, logistics, or purchasing, preferably within the lighting, construction, or manufacturing industries.

· Experience working with inventory and logistics management software.

· Technical Skills: Proficiency in Microsoft Office Suite (Word, Excel) and experience with inventory and logistics management software (e.g., Odoo, Zoho, or similar).

· Language Skills: Proficiency in both English and Arabic is preferred for communication with local and international suppliers and transport providers.

Work Conditions:

Based in the company’s office and warehouse.

Full-time position with standard business hours, though occasional overtime may be required to meet delivery deadlines.

Performance Metrics:

· Reduction in stockout occurrences.

· Supplier and logistics provider performance, including on-time delivery rates.

· Adherence to budget and cost-saving initiatives in purchasing and logistics.

· Inventory turnover rate and reduction of obsolete stock.

· Accuracy in purchase order and delivery processing, and documentation.

Job Type: Full-time

Pay: KD250.000 - KD350.000 per month