Procurement Coordinator

Job Title: Buyer Administrator

Location: Irvine, CA USA 92618

Duration: 06 Months Contract (Potential temp to perm)

Pay Rate: $22/hr. - $25/hr. (Depending on Experience)

Shift Time: 1st shift (Mon- Fri, 8 AM to 5 PM)

*Degree required*

Position Summary:

Provides day-to-day administrative support to the Purchasing/Supply Chain team by:

• Maintaining procurement master and transactional data accuracy in the ERP/administrative system

• Coordinating indirect purchasing workflows (RFQs, quote collection, PO creation)

• Managing supplier compliance recordkeeping and routine supplier follow-up

Key Responsibilities:

Procurement & System Administration

• Maintain and update purchasing-related master and transactional data in the ERP/administrative system, including lead times, promise dates, and related supply parameters.
• Coordinate with suppliers & buyers to ensure system information reflects current supplier
• commitments and supports on-time delivery performance.
• Track and follow up on missing or incomplete supplier information required to keep orders and schedules current.

Indirect Purchasing Support

• Support indirect purchasing activities, including:

o Sending RFQs to suppliers.

o Collecting, organizing, and reviewing quotes for completeness, including pricing, lead time, terms, validity, freight, and applicable surcharges.

o Supporting potential negotiations by preparing comparisons, documenting supplier responses, and highlighting exceptions.

o Creating and placing indirect purchase orders in the ERP/procurement system per approved sourcing decisions.

• Ensure purchase orders are accurate and include required details:

o Part/service descriptions, quantities, delivery dates, ship-to, terms, and required attachments.

Supplier Compliance Recordkeeping

• Proactively request, track, and file updated supplier documentation, such as:

o Supplier Business Questionnaires

o Reps & Cert packages (as applicable)

o Certifications and compliance packages (e.g., quality, regulatory, or other required documents)

• Follow up with suppliers to ensure documentation remains current and complete.

Supplier Communication & Follow-Up

• Serve as a point of contact for routine supplier communication related to quotes, promise dates, and documentation requests.

• Request suppliers to populate/confirm key order information.

• Follow up on overdue quote responses, missing confirmations, and outstanding compliance packages.

• Document communications and maintain organized records to support buyer decision-making and compliance.

Required Qualifications:

• 1+ years of experience in procurement administration, purchasing support, supply chain coordination, or a related administrative role.
• Experience working with suppliers to obtain quotes, confirmations, and required documentation.
• Proficiency in Microsoft Office (Excel, Outlook, Word); ability to create and maintain trackers, comparisons, and organized records.
• Strong attention to detail and commitment to data accuracy; ability to manage multiple requests and deadlines.
• Clear, professional written and verbal communication skills.

Preferred Qualifications:

• Experience with ERP/procurement systems (e.g., SAP, Oracle, JD Edwards, or similar).
• Familiarity with indirect purchasing (MRO, services, office/plant supplies, contracts) and basic purchasing terms.
• Experience supporting compliance documentation processes (supplier questionnaires, certifications, quality/regulatory documentation).