PURCHASING COORDINATOR & PRICE BOOK ASSISTANT

1.1 Purchase Order Management Create and submit purchase orders to vendors based on current inventory levels, sales velocity and upcoming business requirements. Review system-generated suggested orders and make adjustments based on actual store requirements. Create manual purchase orders when required. Manage purchasing requirements across 12+ stores and 25+ vendors. Monitor supplier minimum-order quantities, lead times and delivery schedules. Confirm that vendors have received and acknowledged purchase orders. Track open and pending purchase orders through to delivery. 1.2 Automatic Replenishment & Auto-Ship Management Maintain automatic replenishment rules for fast-moving and regularly purchased items. Review system-generated replenishment recommendations and identify over-ordering or under-ordering. Maintain appropriate minimum/maximum levels, par levels and vendor lead times. Remove or adjust products from automatic replenishment when required. Identify new products or manufacturer-required inventory that needs to be ordered manually. Coordinate with vendors to ensure required products are supplied to all relevant stores. 1.3 Vendor Coordination Communicate regularly with vendors regarding orders, confirmations and delivery schedules. Follow up on backorders, substitutions, delayed shipments and product availability. Resolve discrepancies related to quantity, pricing, damaged products or incorrect shipments. Review vendor invoices and shipping information against purchase orders. Update vendor confirmations, cost changes and invoice corrections in the system. Maintain accurate purchasing and vendor records. 1.4 Store Sales & Inventory Monitoring Regularly review sales and inventory performance across all stores. Identify locations experiencing low stock, excess inventory or unusual sales patterns. Use sales velocity and inventory trends to determine purchasing requirements. Analyze store-level inventory to prevent unnecessary purchases. Identify opportunities to transfer excess stock between stores before placing new supplier orders. Monitor high-performing and slow-moving products and adjust purchasing accordingly. Use available reports and inventory data to support purchasing decisions.

4–5+ years of experience in retail purchasing, inventory management, supply-chain coordination or a similar role. Experience in grocery, convenience stores or multi-location retail is preferred. Experience working with POS, ERP, inventory or retail back-office software. ECRS Catapult experience is an advantage but not mandatory. Strong vendor-facing communication skills, both written and verbal. Good numerical and analytical skills. Proficiency in Microsoft Excel and the ability to work with sales and inventory reports. Strong organizational and follow-up skills. Ability to manage multiple vendors, purchase orders and store requirements simultaneously. High attention to detail and accuracy.