PROCUREMENT COORDINATOR

PROCUREMENT COORDINATOR
 
Reports to: Director – Procurement
                                                        
FLSA Status: Exempt
SUMMARY
The primary role of the Procurement Coordinator is to lead purchasing efforts for the entire company while embracing an ‘ownership thinking’ approach to doing business and performing under limited guidance and tight deadlines. This individual will source and maintain vendor relationships, manage pricing and contract negotiations, and monitor demand forecasts and market research. The Procurement Coordinator will also play a key role in strategic sourcing, new product initiatives, and cross-functional collaboration. Procurement must proactively support customer needs by ensuring timely and cost-effective procurement of quality products, which means procuring the right products, in the right quantities, at the right times, and at the right price.
ESSENTIAL DUTIES AND RESPONSIBILITIES

•  Source and maintain vendors using an approval/qualification process in order to meet the quality requirements of PFSbrands.
• Lead and execute competitive bidding processes for all commodities, achieving year-over-year cost reduction and securing favorable pricing contracts aligned with company growth objectives.
• Identify, qualify, and approve vendors to support company sourcing needs.
• Develop and execute annual contracts to meet current and future requirements.
• Conduct regular vendor performance reviews to ensure best quality, service, and value.
• Lead inbound meetings with multiple departments (sales, operations, logistics, finance) to align procurement strategies with business objectives and ensure seamless execution.
• Serve as the strategic sourcing lead for the frozen category, developing sourcing strategies, negotiating supplier agreements, and driving continuous improvement initiatives.
• Lead cross-functional projects for new product introductions, resulting in operational efficiencies, streamlined processes, and measurable cost savings.
• Own and manage strategic relationships with multiple vendors across assigned categories, serving as the primary point of contact and fostering long-term partnerships.
• Conduct detailed pricing analysis for all new proposals and lead negotiations to ensure competitive structures and profitability alignment.
• Communicate proactively between sales, warehouse, logistics, and suppliers to ensure clear understanding of product requirements and scheduling needs.
• Resolve grievances and claims against vendors regarding damages, shortages, or quality issues.
• Support operational objectives through improved products, vendor resources, and category management strategies.
• Maintain proper inventory levels based on usage and monitor product forecasts to anticipate demand and mitigate supply chain risks.
• Prepare and analyze product forecasts to vendors on a quarterly, semi-annual, and/or annual basis.
• Identify and mitigate potential risks associated with procurement, such as supply chain disruptions, inflationary pressures, or quality control issues.
• Set up and maintain all new items in systems and ensure accurate data flow across platforms.
• Focus on achieving company goals, embracing the company’s mission and vision, and living according to core values.
• Perform all other duties as assigned.

• Purchasing experience preferred
• Able to work with a sense of urgency and effectively manage deadlines in a fast-paced environment.
• Strong verbal and written communication skills.
• Ability to gain respect and collaborate effectively with sales teams, leadership, and customers.
• Excellent analytical and problem-solving skills, with the ability to think strategically and outside the box.
• Strong work ethic, prioritizing company and customer needs.
• Sales-oriented mindset: always focused on customer needs first.
• Ability to communicate effectively with stakeholders at all levels, from ownership to frontline employees.
• Proven leadership skills, with experience leading projects and cross-functional initiatives.
• Strong organizational skills to manage internal, customer, and project files.
• Positive attitude with persistence and strong follow-up discipline.
• Experience with CRM, AutoQuotes, and inventory control systems such as NetSuite is a plus.
• Proficiency in Microsoft Word, Excel, PowerPoint, Outlook, and related tools.

• Work is typically performed in normal office working conditions.
• Job requires occasional overnight travel.

• While performing the duties of this job, the employee is required to use hands to fingers, reach, climb stairs, walk, sit for long periods of time, and speak and hear in English.
• This position requires the employee to frequently work at a computer several hours each day.