Purchasing and Procurement Coordinator

Position Summary

The Purchasing & Procurement Coordinator is responsible for sourcing, quoting, and purchasing materials, tooling, equipment, and services to support Hydro Tech’s project and operational requirements. The role ensures competitive pricing, accurate purchase order management, and alignment with project schedules, budgetary controls, and procurement standards.

In addition to core procurement responsibilities, this position provides support to the Logistics & Shipping Specialist by coordinating procurement-related shipping activities, confirming supplier readiness for delivery, and assisting with documentation (including international shipping and receiving), tracking, and issue resolution as required.

The Coordinator works closely with project teams, vendors, and logistics partners to ensure timely, accurate, and compliant delivery of materials in support of Hydro Tech’s operations.

Responsibilities

Procurement & Purchasing

- Source and purchase materials, equipment, and tooling for job sites and projects.

- Negotiate pricing, terms, and contracts with suppliers.

- Set up and maintain vendor accounts and supplier records.

- Process and approve purchasing invoices for accuracy.

Vendor Management

- Maintain strong relationships with vendors to ensure reliable supply.

- Evaluate supplier performance and ensure compliance with Hydro Tech’s standards.

- Track costs and procurement performance using vendor databases.

Compliance & Reporting

- Ensure procurement aligns with Hydro Tech defined procurement standards.

- Maintain procurement records, cost reports, and compliance documentation.

Logistics & Shipping Support

In support of the Logistics & Shipping Specialist, the Purchasing & Procurement Coordinator will:

- Coordinate with the Logistics & Shipping Specialist to ensure purchased materials are prepared for shipment in alignment with project schedules.

- Confirm supplier readiness, packaging requirements, and delivery timelines prior to shipment.

- Assist with arranging freight for purchased materials when required, including providing shipment details to carriers or brokers.

- Ensure purchase orders, packing slips, and shipping documentation are complete, accurate, and aligned.

- Support tracking of inbound and outbound shipments and escalate delivery issues or delays to the appropriate stakeholders.

- Provide short-term coverage or administrative support for logistics and shipping activities during periods of absence or peak workload.

- Maintain accurate records related to procurement-linked shipping activities for audit, cost tracking, and project documentation.

Other

- Provide backup support to Logistics & Shipping Coordinator when required.

- Perform other duties as assigned.

Core Competencies:

- Negotiation: Secures cost-effective agreements with suppliers.

- Vendor Relations: Builds and maintains strong supplier partnerships.

- Analytical Skills: Evaluates supplier performance and cost efficiency.

- Accuracy: Maintains precision in purchase orders and invoice approvals.

- Teamwork: Supports logistics operations and collaborates with project teams.

Qualifications:

- Diploma or certificate in Business Administration, Supply Chain Management, or related field.

- Minimum 2 years’ experience in Shipping, Purchasing and / or Procurement.

- Strong negotiation and vendor management skills.

- Demonstrated knowledge of international shipping requirements is required.

- Knowledge of procurement standards is considered an asset.

- Proficiency with Microsoft Office (Excel, Word, Outlook).

- Experience with ERP or purchasing systems preferred.

- High level of accuracy, organization, and attention to detail.

Ability to manage multiple priorities under deadlines.

Working Conditions:

Office-based with frequent interaction with carriers, brokers, and vendors. Occasional overtime is required to meet urgent shipping and project deadlines. Some travel may be required for vendor or logistics coordination.