Job Description
Position Title: Procurement Coordinator
Department: Procurement / Supply Chain Operations
Reports To: Procurement Manager / Operations Manager
Location: Beirut – Lebanon
Employment Type: Full-time
Position Summary
The Procurement & Order Coordinator is the central link between suppliers, clients, internal managers, and the logistics team. The role manages orders from placement to delivery, ensures documentation and payments are accurate and on time, and keeps management informed of progress, delays, and bottlenecks. The ideal candidate is detail-oriented, organized, and a confident communicator who can manage multiple orders at once.
Key Responsibilities
Order & Supplier/Client Coordination
- Handle day-to-day communication between suppliers and clients, ensuring requests, confirmations, and issues are resolved promptly.
- Follow up on order placement and the related documentation until each order is complete.
- Follow up with managers to confirm orders and obtain the approvals needed to proceed.
- Monitor and follow up on all order-related emails, ensuring nothing is missed or left unanswered.
Purchasing & Documentation
- Issue Purchase Orders (POs) as needed, in line with approved requests and company procedures.
- Verify that supplier Proforma Invoices match the corresponding POs (prices, quantities, terms, specifications) and flag discrepancies before approval.
- Coordinate procurement procedures across the group to ensure consistency and compliance.
- Obtain and file supporting documents such as commercial invoices, packing lists, certificates of origin, and bills of lading.
Logistics & Shipping
- Follow up with the logistics team on shipping, logistics, and payment transfers.
- Source shipping quotations and contracts from freight forwarders and carriers as needed, comparing cost, transit time, and reliability.
- Track shipments from dispatch to delivery and coordinate customs clearance documentation with the logistics team and forwarders.
- Coordinate with the finance team to confirm payments are scheduled and released on time.
Reporting & Communication
- Notify managers promptly of delays, supplier issues, or shipping disruptions, and propose corrective actions where possible.
- Prepare regular reports on order and shipping status, highlighting bottlenecks and recommending improvements.
- Prepare periodic summaries of open orders, pending payments, and overdue deliveries.
Record Keeping
- Keep accurate, organized records of all orders and shipments.
- Maintain updated records in the system and/or Excel sheets as required.
Additional Responsibilities
- Evaluate supplier performance (delivery times, quality, responsiveness) and share feedback with management.
- Help resolve disputes or discrepancies on pricing, quantities, damages, or delays.
- Maintain an up-to-date supplier database with contact details, terms, and performance notes.
- Support price negotiations and the sourcing of alternative suppliers when needed.
- Track inventory-related requirements with relevant teams to support timely reordering.
- Ensure compliance with company policies, trade regulations, and import/export requirements.
- Recommend improvements to ordering, tracking, and documentation processes.
- Perform other related duties assigned by management.
Qualifications & Requirements
Education & Experience
- Bachelor's degree in Business Administration, Supply Chain, Logistics, or a related field.
- 2–4 years of experience in procurement, order management, or logistics coordination (import/export experience preferred).
Skills & Competencies
- Strong written and verbal communication skills; fluency in English (Arabic and/or other languages is an asset).
- Excellent follow-up, organization, and time-management skills.
- Strong attention to detail, especially when checking documents and figures.
- Proficiency in Microsoft Excel and Office tools; experience with ERP or order management systems is a plus.
- Knowledge of Incoterms, shipping documentation, and trade processes.
- Ability to work under pressure and meet tight deadlines.
- Good negotiation and problem-solving skills.
- Professional, reliable, and a strong team player.
Key Performance Indicators (KPIs)
- On-time order and shipment completion rate
- Accuracy of POs and Proforma verification (error rate)
- Timeliness of delay notifications and status reports
- Accuracy and completeness of records
- Supplier and client response times
