Excellent opportunity within a growing construction company in Brisbane CBD
The Primary Responsibilities of the Procurement Coordinator are:
Procurement Planning and RFQ Coordination:
- Maintain procurement registers, procurement schedules, supplier action lists and long-lead item trackers for active projects.
- Assist project teams to compile RFQ packages using approved drawings, specifications, schedules, scopes and project requirements.
- Issue RFQs to approved or nominated suppliers and coordinate supplier questions, clarifications, addenda and submission deadlines.
- Compare quotations, exclusions, lead times, payment terms, supply assumptions and risks in a clear format for Procurement Manager and project-team review.
- Identify procurement risks, programme conflicts or missing project information early and escalate them with practical options.
Supplier and Quotation Management:
- Maintain supplier contact records, quotation records, supplier capability information and correspondence files.
- Coordinate supplier meetings, quotation follow-ups, technical clarifications, sample requests and revised submissions.
- Investigate alternative suppliers or material options where requested or where a better cost, lead-time, quality or availability outcome may be possible.
- Support supplier performance monitoring by recording issues relating to response time, quality, documentation, production readiness and delivery reliability.
Supplier and Stakeholder Management:
- Act as the key procurement liaison between the Procurement Manager, project teams, design teams, site teams, suppliers, subcontractors, Finance Team and Logistics Coordinator on matters relating to material procurement, supplier readiness, approvals, documentation and supply issues.
- Communicate procurement schedules, quotation status, approval milestones, supplier production status, material availability and procurement risks to relevant stakeholders.
- Coordinate effectively with site, design, procurement, finance and logistics stakeholders to
support timely material supply and delivery handover.
- Monitor and support supplier and vendor relationships by recording service performance, response times, documentation quality, delivery reliability and issue resolution.
- Escalate repeated supplier performance issues, unresolved stakeholder decisions or matters requiring commercial direction to the Procurement Manager.
Purchase Orders, Supply Agreements and Procurement Administration:
- Prepare draft purchase orders, supply agreement packs and related procurement documents
using approved company templates.
- Coordinate internal review, approval and signature processes before purchase orders, supply agreements, variations or commitments are released.
- Track purchase order status, supplier acceptance, deposit requirements, payment milestones, variation requests and outstanding approvals.
- Maintain complete procurement files, including RFQs, quotations, comparisons, approvals, purchase orders, contracts, variations and supplier correspondence.
- Record contract or order changes and escalate matters requiring negotiation, commercial
judgment, legal review or management approval.
Cost Tracking, Forecasting and Invoice Support:
- Maintain records of expected, committed and actual procurement costs for assigned packages.
- Assist the Procurement Manager and Finance Team with procurement cost forecasts, payment timing information and supporting documentation.
- Check supplier invoices and claims against purchase orders, approved variations, delivery records and supporting documents before submitting for approval.
- Query incorrect, duplicated or unsupported charges and follow up required corrections or credit notes.
- Track cost movements and escalate material variances, budget risks or payment issues to the Procurement Manager.
Technical Submittals, Quality and Compliance Records:
- Coordinate the submission and tracking of samples, shop drawings, product data, test reports, certificates, warranties, manuals and other required supplier documents.
- Check procurement documentation for completeness, consistency and alignment with the approved procurement record before forwarding it for technical or project review.
- Follow up missing, incomplete or inconsistent technical and compliance documents with suppliers and relevant internal stakeholders.
- Maintain QA, inspection, factory visit, defect, warranty and handover records required for project procurement close-out.
Please email your CV to mimi@nichetalent.com.au to apply.