Procurement and Supply Chain Coordinator

Role objective

The Procurement and Supply Chain Coordinator is a hybrid operational role supporting both purchasing and end-to-end logistics. The role supports supplier sourcing, RFQs, quotation analysis, vendor coordination and purchase order processing, then follows each approved order from supplier confirmation through dispatch, freight, warehouse handling and final client delivery. The position provides flexible backup across the procurement and logistics functions, including coverage for the existing Supply Chain Coordinator during leave or unavailability. Success requires practical experience in both procurement and supply chain operations, strong English communication, disciplined process adherence, accurate system records and proactive management of exceptions.

Job Details:

Work Set-up: Work from home

Schedule: Monday to Friday, 8:30 am to 5:30 pm Perth or Manila time

Key responsibilities

Procurement and quotation support

- Review procurement requests and confirm that descriptions, part numbers, quantities, specifications, delivery requirements and approval details are complete.

- Source suitable suppliers and request quotations in accordance with Progility’s competitive quotation and supplier due-diligence requirements.

- Follow up suppliers, clarify technical and commercial details, and obtain complete pricing, lead-time, payment, warranty, weight, dimensions and freight information.

- Prepare like-for-like quotation comparisons considering unit price, currency, freight, total landed cost, lead time, payment terms, quality, service and supply risk.

- Support supplier negotiation within approved parameters and escalate sole-source, urgent, low-margin, non-standard or higher-risk requirements for approval.

- Assist with vendor onboarding, account setup and maintenance of accurate supplier records.

Purchase order and supplier coordination

- Prepare and maintain accurate purchase orders, ensuring pricing, quantities, descriptions, currency, tax treatment, delivery address, freight and payment terms match approved documentation.

- Obtain supplier acknowledgement and confirm availability, committed delivery date, shipping terms and any deviations from the purchase order.

- Track open purchase orders and proactively follow up supplier milestones, delays, backorders and documentation requirements.

- Coordinate approved changes and maintain a clear record of revisions, approvals and supplier correspondence.

- Support resolution of invoice discrepancies, incorrect quantities, damaged or non-conforming goods, warranty matters and returns.

Supply chain and logistics coordination

- Coordinate the movement of goods from supplier dispatch through warehouse receipt or direct delivery to the client, following approved SOPs.

- Obtain, compare and track freight quotations, shipping methods, transit times, collection requirements and delivery costs.

- Capture packaging details, weights, dimensions, origin, collection contacts, tracking information, freight documentation and proof of delivery.

- Coordinate domestic and international freight, including import and export documents, customs-clearance support, Incoterms and handover requirements.

- Monitor shipments and delivery milestones, communicate delays or exceptions early, and coordinate practical recovery actions with suppliers, freight providers, warehouses and internal stakeholders.

- Confirm delivery completion and ensure shortages, damage, discrepancies and outstanding documentation are followed through to closure.

Stakeholder service and backup coverage

- Provide timely, accurate updates to the Perth operations team on RFQs, purchase orders, supplier performance, freight movement, delivery dates and exceptions.

- Work across procurement and logistics priorities as directed to maintain coverage during workload peaks, leave or team member unavailability.

- Provide backup coverage for the Supply Chain Coo