Coordinator for Purchasing including Shipment Tracking and Tracing

February 24, 2026

QRS Calibrations is a small growing fast paced business that offer onsite and depot calibration and sales of Biomedical and Electrical Test Equipment. Postion : Coordinator for Purchasing including Shipment Tracking and Tracing: Job Description : Purchasing urchasing precision measurement equipment, maintaining ISO-compliant vendor records, and ensuring the traceability of calibrated parts. Key responsibilities include managing purchase orders (POs) for specialized tools, negotiating contracts with suppliers who meet strict quality standards, and maintaining meticulous documentation to support regulatory audits, shipping account management and receipt. Manages the end-to-end flow of goods, including reconciling FedEx, UPS , DHL etc shipping invoices against internal purchase orders to ensure cost accuracy. This role involves tracking shipments to resolve delivery exceptions, maintaining detailed digital logs of all inbound/outbound activity, and collaborating with the purchasing department to verify that received items match authorized orders. Proficiency in logistics software and meticulous record-keeping is essential for successful operations. Candidates should have strong analytical skills, experience with ERP/calibration software, and a deep understanding of quality assurance. Key Responsibilities<ul><li>Specialized Procurement: Source and purchase precision instruments, gauges, and high-quality parts. Ensure all items meet technical specifications and manufacturer requirements.</li><li>Quality & Compliance: Maintain a list of approved vendors and verify that supplier certifications meet industry standards (ISO/IEC 17025 & ISO 900). Ensure all procurement activities comply with internal quality management systems.</li><li>Supplier Management: Build and maintain relationships with OEMs and calibration labs. Negotiate pricing, delivery schedules.</li><li>Documentation & Reporting: Manage purchase orders, track deliveries, and maintain accurate records of calibration results and vendor performance. Provide financial reports on spending, cost savings, and budget adherence.</li><li>Inventory Coordination: Monitor stock levels for consumables and equipment. Collaborate with service teams to ensure necessary tools are available for timely calibration activities.</li><li>Invoice & Cost Reconciliation: Audit monthly freight bills against internal purchase orders and shipping manifests to identify discrepancies, ensure correct billing rates, and report anomalies to management.</li><li>Shipment Tracking & Tracing: Monitor the status of high-priority or delayed shipments using carrier portals; proactively communicate tracking updates and delivery exceptions to internal stakeholders and customers.</li><li>Inbound Receiving: Collect and verify incoming goods against packing slips and purchase orders; inspect for damage, log data into the ERP- Microsoft Business Central , receive In Calibration Management Software and notify internal recipients upon arrival.</li><li>Administrative Reporting: Maintain accurate, organized files of all shipping data; generate periodic reports on shipping costs, on-time delivery performance, and vendor reliability to support cost-reduction initiatives.</li><li>Cross-Departmental Coordination: Act as the primary liaison between the warehouse, purchasing, and sales departments to resolve logistical issues, coordinate urgent pickups, and manage inventory levels</li></ul> Required Qualifications<ul><li>Education: Bachelor’s degree in business administration, Supply Chain Management, or a related technical field is typically preferred.</li><li>Experience: 2+ years of experience in purchasing, preferably within a technical, manufacturing, or calibration environment.</li><li>Technical Skills - Current Experience Preferred: Proficiency in ERP/MRP systems (Microsoft Business Central) and calibration management software (Transmille Procal Trak).</li><li>Core Competencies: Exceptional attention to detail, strong negotiation skills, and the ability to interpret complex technical specifications and regulatory requirements</li></ul>

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