Inside Sales & Purchasing Coordinator

JOB DESCRIPTION
Inside Sales & Purchasing Coordinator
Department: Sales / Purchasing
Reports To: General Manager
Location: Dieppe NB
Employment Type: Full-Time

Position Summary

We are seeking a highly organized and motivated Inside Sales & Purchasing Coordinator to join our team. This position is responsible for supporting customers, preparing quotations, processing sales orders, purchasing materials, and coordinating with suppliers and internal departments to ensure materials are available when required. The successful candidate will play an important role in maintaining strong customer relationships while ensuring purchasing activities are completed efficiently and cost-effectively.

Key Responsibilities

Inside Sales & Customer Service

• Respond to customer inquiries by phone and email in a timely and professional manner.
• Prepare and follow up on quotations and sales opportunities.
• Enter and maintain customer orders in the company system.
• Confirm pricing, quantities, specifications, and delivery requirements with customers.
• Follow up with customers regarding orders, changes, and delivery schedules.
• Develop and maintain positive relationships with existing and potential customers.
• Identify opportunities for additional sales and new business.
• Coordinate with estimating, engineering, production, and logistics to ensure customer requirements are met.
• Provide customers with updates regarding order status and expected delivery dates.
• Resolve customer concerns and communicate issues to management when required.

Purchasing

• Purchase lumber, OSB, hardware, joist hangers, fasteners, and other materials required for production.
• Obtain pricing and availability from multiple suppliers.
• Compare supplier pricing, lead times, quality, and delivery requirements.
• Prepare and issue purchase orders.
• Negotiate pricing and terms with suppliers when appropriate.
• Monitor purchase orders and follow up on outstanding orders.
• Coordinate deliveries with suppliers and the receiving department.
• Verify that purchased materials meet required specifications and quantities.
• Develop and maintain strong supplier relationships.
• Identify opportunities to reduce material costs through volume purchasing and supplier negotiations.
• Maintain accurate purchasing records and pricing information.

Inventory & Production Support

• Monitor inventory levels and identify upcoming material requirements.
• Work closely with production and planning to ensure materials are available when needed.
• Assist with inventory control and cycle counts.
• Monitor critical and long-lead-time materials.
• Communicate material shortages or delays that could affect production schedules.
• Assist in maintaining minimum and maximum inventory levels.
• Help develop and maintain material price lists.

Administration

• Maintain accurate customer, supplier, quotation, sales order, and purchase order records.
• Enter supplier invoices and purchasing information into the company system when required.
• Track outstanding purchase orders and customer orders.
• Prepare reports related to sales, purchasing, inventory, and supplier pricing.
• Ensure documentation is complete and organized.
• Follow company purchasing and approval procedures.

Qualifications

• 2-5 years of experience in inside sales, purchasing, customer service, or a similar role.
• Experience in a manufacturing, construction, building materials, or distribution environment is an asset.
• Strong knowledge of Microsoft Office, particularly Excel and Outlook.
• Experience with ERP, accounting, or purchasing software is an asset.
• Strong organizational and time-management skills.
• Excellent communication and customer service skills.
• Ability to read and understand product specifications, drawings, and material requirements.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong negotiation and problem-solving skills.
• Bilingual English/French is considered an asset.

Key Competencies

• Customer-focused
• Organized and detail-oriented
• Strong communication skills
• Purchasing and negotiation skills
• Ability to prioritize and meet deadlines
• Team-oriented
• Problem solver
• Proactive and self-motivated
• Ability to work independently
• Strong follow-up skills

Key Performance Indicators (KPIs)

Performance may be measured using the following:

• Customer response time
• Quote turnaround time
• Quote-to-order conversion
• Purchasing cost savings
• Supplier pricing competitiveness
• On-time material delivery
• Material availability for production
• Inventory accuracy
• Purchase order accuracy
• Supplier performance
• Customer satisfaction

Working Relationships

This position works closely with:

• Operations
• Production
• Estimating
• Engineering
• Logistics / Shipping
• Accounting
• Warehouse
• Suppliers
• Customers

Working Conditions

• Full-time position in a manufacturing and office environment.
• Regular interaction with production, warehouse, suppliers, and customers.
• Occasional visits to the shop or yard may be required.
• Ability to work in a fast-paced environment and manage changing priorities.

Overall Objective

The primary objective of this position is to support sales growth while ensuring materials are purchased at competitive prices, delivered on time, and available to support production requirements. The successful candidate will help strengthen customer and supplier relationships while contributing to improved purchasing practices, inventory control, production efficiency, and overall company profitability.