Procurement Coordinator

Compensation Data

Compensation Range: $58,000 - $66,000. This position will be eligible for overtime pay.

Mission

RINA is seeking a Procurement Coordinator to support the procurement and administrative functions for its North American operations. The Coordinator will monitor and manage purchasing activities, maintain documentation, coordinate with vendors, and ensure the timely and efficient procurement of goods and services in compliance with internal procedures, regulations, and quality standards. The role requires a proactive approach in anticipating needs and resolving issues.

Key Accountabilities

Procurement Administration

• Monitor and coordinate procurement activities to ensure timely acquisition of goods and services.
• Receive and review Purchase Requisitions and prepare Purchase Orders.
• Ensure proper storage and retrieval of all procurement documents, including purchase orders, pricing quotes, receipts, proof of purchase, and proof of delivery.
• Maintain knowledge of and utilize procurement and vendor management software tools.

Vendor Coordination

• Communicate with vendors to obtain and compare pricing quotes, delivery terms, and service conditions.
• Work with vendors to ensure products and services are delivered on schedule and according to agreed-upon terms.
• Proactively follow up on delayed or disputed orders and support resolution of vendor-related issues.

Procure to Pay Process Support

• Coordinate purchasing workflows efficiently and ensure compliance with internal processes.
• Cooperate with Finance to solve any issues or deficiencies related to invoices or payments.
• Identify and implement process improvements to enhance efficiency and accuracy.

Contract and Agreement Preparation

• Prepare standardized contracts and framework agreements in coordination with internal stakeholders.
• Ensure contractual documents reflect agreed commercial terms and conditions.
• Support the documentation and administration of signed agreements.

Vendor Research & Documentation

• Research and identify new vendors and service providers based on the evolving needs of the organization.
• Maintain and update the approved vendor database in coordination with Business needs

Cross-functional Collaboration

• Provide procurement data and documentation for internal audits and reporting requirements.

Qualifications

• Bachelor’s degree in Business, Supply Chain, Finance, or related field preferred.
• 2+ years of experience in procurement coordination, purchasing, or administrative support.
• Experience in drafting or supporting preparation of standardized contracts and agreements.
• Strong attention to detail and organizational skills.
• Proactive mindset with the ability to anticipate needs, identify inefficiencies, and take initiative.
• Proficiency in Microsoft Office, especially Excel, Word, and Outlook.
• Experience with procurement systems and document management tools (SAP, D365, Vantage Point, etc.)
• Ability to multitask and prioritize effectively in a dynamic environment.
• Strong communication skills and ability to interact with internal and external stakeholders.

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Competencies