Supply Chain and Purchasing Coordinator

SleepGeekz•Jacksonville, FL

About The Position

Sleep Geekz is a growing mattress and adjustable-base company that designs and manufactures its own products. Its vertically integrated teams work across manufacturing and customer delivery in a fast-paced environment, with opportunities for talented employees to take on greater responsibility and build long-term careers. The Supply Chain and Purchasing Coordinator is the day-to-day contact between the Supply Chain Department and overseas vendors, primarily in Asia. For new products, the coordinator supports the CRO with sourcing from RFQ through final costing. Once a product is approved for purchase, the coordinator works under the Director of Logistics on purchasing, order management, and shipping. The role also provides purchasing coverage when the Director is out of the office. Purchasing authority is staged and expands as the Director of Logistics verifies accuracy. Initially, the coordinator drafts purchase orders for the Director to review and approve. During the Director's absence, an executive team member approves purchase orders before issuance. Over time, the coordinator may be authorized to issue standard reorders at existing pricing without prior approval; new items and price changes continue to require the Director's approval. The coordinator monitors orders from purchase through shipment, verifies vendor and shipping documents, coordinates payment-related documentation with Accounting, tracks vendor quality and performance, maintains vendor records, and supports new product projects and costing with the CRO.

Requirements

At least 2 years of experience in supply chain, procurement, or vendor management.
Strong written English and clear, professional communication.
Detail-oriented, with excellent follow-through and deadline-tracking skills.
High competence with technology, spreadsheets, and ERP or purchase-order systems.
Working knowledge of pro forma invoices, inspection reports, ocean freight, Incoterms (FOB), ISF, bill-of-lading release types, and HTS and duty concepts.
Willingness to work flexible hours to overlap with overseas vendors.
Ability to multitask and maintain strong attention to detail.

Nice To Haves

Import experience.

Responsibilities

Support the CRO in sourcing and tracking new product projects until they are approved for purchase.
Attend purchasing decision meetings and record decisions.
Draft purchase orders from purchasing decisions for the Director of Logistics to review and approve before issuance.
Cover purchasing and vendor follow-up when the Director of Logistics is out of the office; obtain executive-team approval for purchase orders during that period.
Confirm vendor pro forma invoices match purchase orders on price, quantity, specifications, and terms, and flag discrepancies before signing.
Communicate container plans to vendors, including purchase orders assigned to each container, destinations, and orders moved to later containers.
Obtain weekly status updates from every vendor and keep the PO Tracker current.
Monitor cargo-ready dates and ensure timely shipment booking; escalate on the same day when cargo is ready but the forwarder's booking request has not arrived.
Collect and verify commercial invoices, packing lists, and bills of lading against purchase orders and pro forma invoices before departure.
Ensure vendors provide Importer Security Filing (ISF) data in time for filing at least 24 hours before loading.
Coordinate deposit and balance payments with Accounting so vendors release shipping documents on time.
Review overseas inspection reports and flag issues.
Track product complaints and damages by vendor.
Build and maintain vendor report cards.
Keep vendor profile data current, onboard new vendors, and set them up with Accounting.
Serve as the point of contact between internal project owners and vendors for RFQs, sample requests, quotations, specifications, and revisions.
Track duty and tariff changes and keep replacement costs current for all items.