Procurement Coordinator / Procurement Associate

Position Summary

The Procurement Coordinator / Procurement Associate supports the day-to-day procurement operations of the Houston manufacturing site. This role is primarily responsible for purchase order processing, procurement documentation, system data maintenance, invoice/payment coordination, and administrative support for Procurement Specialists and the Procurement Manager. The ideal candidate is highly organized, detail-oriented, and comfortable working with ERP systems, Excel, suppliers, internal requestors, and cross-functional teams.

Key Responsibilities

1. Procurement Documentation

• Prepare and maintain PR/PO documentation, vendor quotations, purchase approvals, packing lists, receiving documents, invoices, vendor onboarding documents, and tax/payment-related documentation.
• Ensure procurement files are complete, accurate, and properly organized.
• Support document collection for audits and internal reviews.

2. Invoice & Payment Coordination

• Coordinate with Accounts Payable (AP) to ensure invoices are properly matched and processed for payment.
• Follow up on missing invoices, receiving records, approvals, or other documentation that may delay payment.
• Track outstanding invoices and payment status.
• Communicate with suppliers regarding invoice or payment issues when necessary.
• Help prevent overdue payments and supplier account holds.

5. Procurement System & Data Management

• Perform routine data entry and system updates.
• Assist with procurement reports, open PO reports, invoice tracking, and purchasing status reports.
• Ensure system records are consistent with supporting documentation.

6. General Procurement Support

• Provide administrative and operational support to the department.

Required Qualifications

• Associate or Bachelor's degree in Business, Supply Chain, Procurement, Accounting, or a related field preferred.
• 1–2 years of experience in procurement, purchasing, supply chain, administrative support, or a related field preferred.
• Strong attention to detail and organizational skills.
• Proficient in Microsoft Excel, Outlook, Word.
• Ability to manage multiple tasks and meet deadlines in a fast-paced manufacturing environment.
• Strong communication and follow-up skills.
• Ability to work effectively with internal teams and external suppliers.
• Chinese/English bilingual skills preferred due to cross-functional communication with U.S. and China teams.

Key Competencies

• Attention to Detail
• Organization & Time Management
• Procurement Operations
• Excel & Data Management
• Follow-Up & Accountability
• Communication
• Problem Solving
• Teamwork
• Process Discipline