Purchase Order Coordinator

Shiseido•Miami, FL

About The Position

The Purchase Order (P.O.) Coordinator (Independent Contractor) is responsible for overseeing the end-to-end purchase order process in support of the Travel Retail Marketing and Finance teams. The role ensures the timely and accurate processing of purchase orders, effective coordination with internal stakeholders and vendors, compliance with established financial and operational procedures, and the ongoing monitoring of operational and financial reporting, inventory tracking, and record maintenance activities. Strong organizational skills, attention to detail, and the ability to work effectively in a fast-paced environment are essential.

Requirements

Bachelor’s degree preferred
Accounting experience is a plus
Ability to work in a very fast-paced environment; pro-active, independent and able to prioritize effectively
Strong problem-solving and customer service skills; detail-oriented
Ability to work in a multi-cultural environment
Strong verbal and written communication skills in English and Spanish; Portuguese is a plus
Advanced proficiency in Microsoft Office Suite, particularly Excel, required
Prior experience in cosmetics/beauty industry is a plus

Responsibilities

Create, receive, and manage P.O.s in required systems for Fragrances & Cosmetics (i.e. SAP, ACCPAC/ SAGE) respectively
Manage purchase order creation, invoicing processes, and vendor relationships across multiple business functions.
Update tracker database with required project details.
Create P.O. with accurate tracker information.
Monitor and track P.O. status; follow up with workflow approvers and Finance department to ensure delivery time.
Provide approved P.O. numbers to suppliers and verify vendor information on invoices.
Request supplier invoices and ensure accuracy.
Collaborate with the relevant stakeholders on status and project payment process and status.
Send Payment Package and closely follow up with the Finance Department to ensure timely payment of invoices
Submit all necessary payment/ financial information to Finance department.
Update tracker database to reflect progress.
Actively participate in the weekly meetings with Finance to track payment status and communicate estimated timelines to suppliers.
Support banking and payment processes, including vendor set up and electronic payments.
Manage account balance statements
Regularly request and reconcile Statement of Accounts from suppliers to ensure accurate financial records and distribute them to suppliers and internal departments.
Address and resolve any discrepancies or issues with account balances promptly.
Organize and maintain department records and inventory tracker
Save and store quotes and invoices in appropriate files.
Maintain close communication with all parties using all necessary means.
Connect with merchandising manager to identify priorities and address critical deadlines.
Ensure P.O. alignment with project budget.
Coordinate capital expenditure (CAPEX) tracking, asset creation, and asset lifecycle management.
Monitor and update operational and financial reporting files to ensure data accuracy and timeliness.
Maintain inventory tracking and record maintenance of on-site product storage area.