Supply Chain and Purchasing Coordinator

About Sleep Geekz Sleep Geekz is a growing mattress and adjustable base company that designs and makes its own products. Because we are vertically integrated, from manufacturing through to the customer, our teams work closely together and see how their decisions affect the whole product. That kind of company moves fast, and so does the work. We promote from within when people show real talent, so exceptional employees have room to take on more responsibility and build a long-term career here. Summary The Supply Chain and Purchasing Coordinator is the day-to-day point person between the Supply Chain Department and our overseas vendors, primarily in Asia. On new products, you support the CRO through sourcing, from RFQ to final costing. Once a product is approved to purchase, you work with the Director of Logistics to make sure orders are placed correctly, built on time, booked as soon as cargo is ready, and shipped with complete paperwork, so ocean freight is never held up on our side or the vendor's. You also serve as purchasing backup when the Director is out of the office. Reporting and Handoff • Supports the CRO on sourcing and tracking new product projects until a product is approved to purchase. • After approval, works under the Director of Logistics for purchasing, order management, and shipping. Key Responsibilities Purchasing Support (Staged Authority) • Attend the purchasing decision meeting and keep track of what was decided. • Draft POs from those decisions for the Director of Logistics to review and approve before they're issued. • Cover purchasing when the Director is out, so orders and vendor follow-up keep moving. During that time, POs are approved by a member of the executive team before they're issued. • PO authority grows only as the Director signs off on accuracy over time. For example, the coordinator may later issue standard reorders at existing pricing without pre-approval, while new items and price changes still need the Director's approval. Order Management and On-Time Release • Confirm each vendor PI matches its PO on price, quantity, specs, and terms, and flag any differences before signing. • Communicate container plans to vendors (which POs go in which container, to which destination), including orders that roll to a later container. • Require weekly status updates from every vendor and keep the PO Tracker current. • Own on-time release: monitor cargo ready dates from booking communications, which may differ from the date on the PI, and escalate the same day if cargo is ready but the forwarder's booking request hasn't arrived. Shipping Documents • Collect and verify the commercial invoice, packing list, and BL against the PO and PI before departure. • Make sure vendors provide ISF data in time to file, at least 24 hours before loading. • Coordinate deposit and balance payments with Accounting so vendors release documents on time. Quality and Vendor Performance • Review overseas inspection reports and flag issues. • Track product complaints and damages by vendor. • Build and maintain vendor report cards (see KPIs). Vendor Administration • Keep Vendor Profile data current. • Onboard new vendors and set them up with Accounting. New Projects and Costing (with the CRO) • Act as point person between internal project owner and vendors for RFQs, sample requests, quotations, and specifications, including revisions. • Track duty and tariff changes. • Keep Replacement Costs current for all items. KPIs • Timely shipment booking after the cargo ready date. • Percentage of shipments with complete, accurate documents before departure. • ISF filed on time, with zero late-filing penalties. • PI and PO discrepancies caught before signing. • PO accuracy rate, which also determines when approval steps can be relaxed. Qualifications • 2+ years in supply chain, procurement, or vendor management (import experience preferred). • Strong written English and clear, professional communication. • Detail-oriented, with excellent follow-through and deadline tracking. • Highly competent with technology, spreadsheets and ERP/PO systems. • Working knowledge of PIs, inspection reports, ocean freight, Incoterms (FOB), ISF, BL release types, and HTS/duty concepts. • Willing to work flexible hours for time zone overlap with overseas vendors. • Must be detail-oriented and a master of multitasking.