Coordinator-Supply Chain Planning

The Retail Coordinator will oversee the complete coordination process with suppliers, distributors, and brands to ensure timely procurement, stock availability, and order fulfillment. This role involves managing purchase orders, tracking deliveries, coordinating payments, resolving operational discrepancies, and working closely with Finance, Warehouse, and Supply Chain teams to maintain smooth business operations.

Key Responsibilities

Supplier & Brand Coordination: Act as the primary contact for suppliers, distributors, and brands to manage daily procurement and supply chain activities. Ensure stock availability and timely delivery in line with planned purchase orders. Develop and maintain strong vendor relationships to enhance fill rates, reduce lead times, and improve service levels.

Purchase Order Management & Fulfillment: Create accurate and timely purchase orders aligned with demand forecasts, maintaining an average sourcing lead time within two working days. Monitor the entire purchase order lifecycle—from creation to delivery and closure—using the PO Journey Tracker. Proactively identify and address any procurement or delivery delays.

Payment & Compliance Management: Collaborate with the Finance team to ensure timely supplier payments, aiming for at least 95% payment compliance. Verify that invoices, purchase orders, and supporting documents are accurate and complete. Follow up on payment delays, invoice discrepancies, and payment holds to prevent supply interruptions.

Reconciliation & Issue Resolution: Work with Warehouse and Finance teams to reconcile goods receipts, address short supplies, damages, and resolve quantity or costing mismatches. Track pending goods receipts, credit notes, invoice adjustments, and open purchase orders. Drive timely resolution of outstanding reconciliation and payment issues through structured follow-ups.

Cross-functional Collaboration: Partner with Demand Planning, Inventory, Category Management, Warehouse, Finance, and Supply Chain teams to maintain stock availability and meet business needs. Participate in weekly operational reviews, providing updates on procurement, deliveries, payments, and unresolved issues. Identify process gaps and recommend improvements to boost operational efficiency and supplier performance.

Key Performance Indicators (KPIs) include achieving over 95% supplier payment compliance, maintaining an average PO sourcing lead time within two working days, ensuring 90%+ forecast accuracy, timely stock deliveries against confirmed purchase orders, regular updates to the PO Journey Tracker, prompt closure of invoice discrepancies and reconciliation cases, and improving supplier fill rates while reducing supply disruptions.

Required Qualifications

A Bachelor’s degree in Business Administration, Supply Chain Management, or a related field is essential. Candidates should have 1 to 3 years of experience in retail operations, procurement, supply chain coordination, or vendor management. Strong coordination skills are required to effectively liaise with suppliers, distributors, brands, and internal teams such as Finance and Warehouse. Proficiency in MS Excel, purchase order management, inventory tracking, and reconciliation is necessary. The role demands strong analytical abilities to identify discrepancies, monitor KPIs, and resolve operational challenges. Excellent communication, negotiation, and follow-up skills are critical. Candidates must demonstrate ownership by managing multiple tasks, meeting deadlines, and ensuring end-to-end procurement and fulfillment.

Preferred Qualifications

Experience in e-commerce, FMCG, or retail supply chain operations is highly desirable, as it adds valuable insight into fast-paced and dynamic supply environments.

This role offers the opportunity to contribute significantly to the efficiency and reliability of retail supply chain operations, working within a collaborative and cross-functional team environment.