Purchasing Coordinator

Location: 2157 Rich St, Suite 601, North Charleston, SC 29405

Department: Operations

Reports To: Vice President

FLSA Status: Exempt

Who We Are

Team Phun is a creative merchandise and branding agency serving clients across all vertical markets. We deliver end-to-end custom solutions—from apparel and promotional products to design, e-commerce, fulfillment, and event merchandising. Our Operations team is the backbone of our business and ensures every order moves accurately, safely, and on schedule.

We are a passionate, hands-on team where your initiative is valued and your impact is visible. We thrive on solving complex problems, and we are committed to investing in the growth of our people. If you're eager for a challenge and looking to rapidly advance your career with a company on the rise, this is your opportunity.

Job Summary

This is a starting leadership role for a self-starter who will own and optimize our operational pipeline. You will be instrumental in scaling our efficiency and quality standards, making key decisions in logistics, inventory, and production that directly affect our growth and profitability. This role supports sales, vendors, and production partners by ensuring all jobs move through the pipeline effectively and meet Team Phun’s quality and delivery standards.

The ideal candidate is a results-oriented, entrepreneurial mindset. You are a natural problem solver who approaches complex logistics challenges with detail-oriented precision, a drive for efficiency, and a collaborative team spirit.

Key ResponsibilitiesProduction & Workflow Management

• Drive job profitability by proactively optimizing production costs, timelines, and inventory usage
• Coordinate all phases of production: purchasing, manufacturing, inbound/outbound logistics, and quality control checkpoints.
• Ensure accurate documentation and adherence to internal SOPs.
• Oversee production accuracy with both external suppliers and internal heat press jobs. 

Inventory & Warehouse Oversight

• Maintain accurate inventory counts and verify monthly reporting against system data.
• Oversee warehouse organization including storage systems, safety, labeling, and accessibility.
• Control of warehouse operations, including maximizing storage capacity, inventory retrieval, directional and instructional signage, accessibility, and process mapping.
• Manage sample inventory and maintain an organized, trackable sample system.
• Forecast, allocate and manage Operations Support staff duties to ensure timely execution of all inbound and outbound shipments/freight, in-house production, pickups and deliveries to/from vendors and clients, and all other operations activities.

Quality Assurance

• Conduct quality checks on all incoming and outgoing products.
• Identify production issues early and collaborate with vendors or internal teams to resolve them.
• Ensure digital proofs, mockups, and final products align with client expectations and production capabilities.

Logistics & Vendor Management

• Coordinate all inbound/outbound shipments, freight scheduling, pickups, and deliveries.
• Maintain daily communication with vendors, freight partners, and sales reps to ensure smooth timelines.
• Understand when to professionally escalate situations up the chain due to vendor or shipping issues. 
• Utilize tools such as ShipStation, UPS/FedEx portals, and Salesforce/HubSpot/Promolink/ClickUp (or similar CRM tech) to manage movement of products.

Client & Sales Support

• Communicate professionally with sales reps and (occasionally clients) regarding project timelines, substitutions, stock issues, and special requests.
• Provide proactive solutions when issues arise in production or post-production.
• Support sales in maintaining accurate job information and delivery expectations.

Process Improvement

• Suggest improvements in workflow, warehouse processes, and safety measures.
• Assist with the implementation of new tools, software, or automation improvements (RFID, API workflows, inventory systems, etc.)
• Report operational challenges and recurring issues to the Vice President.

Other Responsibilities

• Support daily operations tasks as needed, including physical handling of packages and materials, fulfilling client orders, 
• Ensure warehouse teams on both coasts are adhering to SOPs. 
• Reporting on a monthly, quarterly, and annual basis. 
• Perform other duties as assigned based on department needs.

Key Performance Indicators & Success Targets

• Quality Control: Same Day, Exemplary -> 1 Day Target -> 2+ Days Below Standard
• Safety and Security: 0 Incidents
• Pickup/Delivery: 0 Boxes Left Behind, Exemplary -> 1 Box per Quarter Target -> 2+ Boxes per Quarter Below Standard
• Inventory Accuracy: 100% Accurate Exemplary -> 99% Accurate Target -> <99% Accurate Below Standard
• Outbound Shipping: 100% On Time Target -> 1 Late ship Acceptable -> >1 Late Ship per Quarter Below Standard
• Case Submissions: 100% Complete Exemplary -> 1-3 Errors per Quarter Target -> >3 Errors per Quarter Below Standard
• Profit Margins: 50% exemplary -> 45% standard -> 40% below standards

Required Skills & Abilities

• Strong verbal and written communication
• Ability to prioritize and manage multiple workflows simultaneously
• Conflict resolution and real-time problem solving
• Excellent organizational and documentation skills
• Familiarity with production scheduling and fulfillment environments
• Ability to lift up to 60 lbs and perform physical warehouse tasks
• Ability to stay calm and efficient in a fast-paced operations setting
• Valid Drivers License

Preferred Technical Skills

Experience with any of the following is a plus:

• Google Workspace (Sheets, Docs, Drive)
• QuickBooks Online
• Adobe Illustrator/Photoshop (basic understanding helpful)
• ShipStation & UPS/FedEx shipping portals
• Salesforce/Hubspot or similar CRM
• Click Up for project management
• Inventory systems, APIs, or basic workflow automation knowledge

Education & Experience

• 3–5+ years in operations, warehouse workflow, fulfillment, manufacturing, or production management
• Preferred experience with branded merchandise, apparel, promo, or similar industries 
• 1-2+ years in leadership

Work Environment

• 100% on-site
• Warehouse/operational environment with moderate noise
• Requires regular walking, lifting, organizing, and hands-on production support

Physical Demands

• Regular use of hands, lifting, bending, reaching
• Ability to lift/move up to 60 lbs
• Ability to stand, walk, and perform warehouse tasks for extended periods