Purchasing Specialist

Job Description

The Purchasing Coordinator is responsible for managing the end-to-end purchasing and quoting process while coordinating closely with Sales, Merchandising, Production, Logistics, and overseas teams (AU, NZ, UK). This role ensures accurate costing, timely procurement, supplier management, and smooth order fulfillment.

1. Quotation & Costing Management

• Process and manage quote requests for assigned markets (AU, NZ, UK).

• Coordinate with internal teams (VN/AU) to assign and follow up on quotations.

• Prepare and submit final quotations to stakeholders.

• Review, update, and maintain costing details in the system.

2. End-to-End Purchasing & Order Processing

• Manage the full purchasing cycle for AU, NZ, UK including:

- Reviewing and submitting quotations.

- Creating and processing Purchase Orders (PO) in the system.

- Arranging sampling and mass production.

- Coordinating delivery schedules.

- Verifying invoices before payment.

• Assign purchase orders to relevant merchandisers. (VN, AU)

• Work closely with Production, Shipping, and Logistics teams to ensure timely delivery (AU, NZ, UK).

3. Supplier Management & System Administration

• Create and update supplier profiles in the system.

• Conduct supplier verification before setup (where required).

• Maintain accurate supplier and procurement records.

• Ensure compliance with internal procurement procedures.

4. Payment & Invoice Coordination

• Submit Purchase Requisitions for supplier payments.

• Follow up on payment approvals, including overdue or urgent invoices.

• Coordinate with Finance to ensure timely settlement.

5. Product & Operational Support

• Arrange product sampling and photography as required.

• Support product development coordination between Sales, Merchandising, and Production.

• Maintain and update related documentation.

• Contribute to process improvement initiatives and documentation updates.

6. General & Administrative

• Maintain positive working relationships with internal and external stakeholders.

• Negotiate specifications and pricing when required.

• Prioritize tasks and work independently to meet deadlines.

• Perform other duties as assigned by management.

Requirements

- Strong education background in Business Administration, Economic, Import/export or relevant fields;

- Have 1-3 year-experience in a similar role;

- Be able to communicate English effectively verbally and in writing

- Computer Skills: Basic Microsoft office: Word, Excel, Power Point, Outlook;

- Understanding of Artwork, basic graphic design software/ others.

- Strong understanding of Australian customer/client expectation and workplace culture is an advantage.