Planning & Procurement Coordinator Full Time

Planning & Procurement Coordinator (Distribution Centre)

Role Overview

The Planning & Procurement Coordinator is responsible for supporting the end-to-end planning and execution of forecasting, inventory management, purchasing, and production-related activities within the Distribution Centre.

This role ensures that demand signals, procurement activities, system parameters, and operational workflows are accurate, aligned, and executed with discipline, enabling reliable product availability, efficient warehouse operations, and strong inventory integrity.

The position operates at the intersection of forecasting, MRP/DRP-driven planning, purchasing, and production scheduling, with a strong emphasis on execution, system accuracy, and cross-functional alignment.

Values & Operating Principles

At the core of this role is a commitment to how work is performed—not just what is delivered. The Planning & Procurement Coordinator is expected to operate in alignment with our core values and operating philosophy:

Curiosity

• Seeks to understand the drivers behind demand, inventory, and system outputs
• Identifies root causes and opportunities for improvement

Respect

• Works collaboratively across functions, valuing input from operations, customer service, suppliers, and leadership
• Communicates clearly and professionally

Agility

• Responds effectively to changing demand, supply constraints, and operational realities
• Adjusts plans while maintaining discipline and control

Fearlessness

• Addresses data inaccuracies, process gaps, and inefficiencies directly
• Takes ownership of issues and drives resolution

Teamwork

• Acts as a connector across departments to ensure alignment between planning, procurement, and execution
• Prioritizes overall business success over individual activity

Operating Expectations

• “A day’s work in a day” – Transactions, decisions, and follow-ups are completed in a timely and disciplined manner
• System-first mindset – The ERP system is the source of truth; work is executed through proper processes, not workarounds
• Safety is how we work – All activities are planned and executed in alignment with safety standards

Core Accountabilities

1. Forecasting & Demand Planning

Responsibilities

• Maintain and refine demand forecasts using system tools (e.g., Netstock or equivalent)
• Analyze historical consumption patterns, customer activity, and business inputs
• Identify forecast variances and implement corrective adjustments
• Collaborate cross-functionally to validate assumptions

Core Delivery Expectation

Establish a reliable forward-looking demand signal that drives all downstream planning and procurement decisions.

Success is achieved when demand is anticipated with minimal volatility, enabling proactive operations.

2. Inventory Planning (MRP / DRP Execution)

Responsibilities

• Execute replenishment plans using MRP and DRP methodologies
• Maintain planning parameters (min/max, safety stock, lead times, reorder points)
• Monitor and balance inventory levels against demand patterns
• Align inventory positioning across locations where applicable

Core Delivery Expectation

Ensure that inventory is positioned correctly across time and location, balancing availability with working capital efficiency.

Success is achieved when system-driven planning reduces manual intervention and firefighting.

3. Purchasing & Supplier Coordination

Responsibilities

• Execute purchasing activities for raw materials and finished goods
• Generate and manage purchase orders based on planning requirements
• Monitor supplier performance (lead time, fill rate, accuracy)
• Expedite or adjust orders in response to changing conditions

Core Delivery Expectation

Translate planning signals into committed and reliable supply, ensuring continuity of operations.

Success is achieved when supplier performance consistently supports service and operational needs.

4. Production & 3rd Party Scheduling

Responsibilities

• Develop and maintain production and filling schedules aligned to demand and inventory targets
• Coordinate with third-party vendors to confirm capacity and timelines
• Ensure materials are available ahead of scheduled production
• Adjust schedules dynamically based on demand and supply changes

Core Delivery Expectation

Ensure that planned demand is converted into executable production output efficiently and predictably.

Success is achieved when production flows with clarity and minimal disruption.

4A. Production Planning, Tracking & Communication

Responsibilities

• Develop structured production schedules by product category, aligned to demand and inventory strategies
• Track all production orders to ensure:
• No order is missed
• All deviations are identified and intentionally managed
• Maintain visibility of:
• Planned vs. actual production
• Open and in-progress orders
• Constraints and delays
• Align daily priorities with the Distribution Centre Operations Manager
• Provide structured communication:
• Daily updates on execution priorities
• Weekly summaries on performance and risks
• Monthly insights on trends and improvement opportunities
• Escalate issues impacting service levels, efficiency, or cost

Core Delivery Expectation

Establish full visibility and control over production execution, ensuring all work is completed or intentionally rescheduled.

Success is achieved when nothing is missed, and all production activity is clearly tracked and communicated.

5. Master Data & System Integrity

Responsibilities

• Maintain accurate ERP data, including BOMs, item master data, supplier data, and planning parameters
• Ensure system data reflects operational reality
• Support governance and documentation of system processes
• Audit and correct discrepancies proactively

Core Delivery Expectation

Protect the integrity of the system as the single source of truth.

Success is achieved when data is accurate, trusted, and eliminates the need for workarounds.

6. Order, Transfer & Administrative Execution

Responsibilities

• Execute system transactions including receiving transfers and purchase receipts
• Coordinate with accounting to ensure timely and accurate receiving
• Follow established workflows and process controls
• Maintain visibility over open transactions

Core Delivery Expectation

Ensure timely and accurate transaction execution, aligning system records with physical activity.

Success is achieved when there are no delays, discrepancies, or incomplete workflows.

7. Inventory Control & Accuracy

Responsibilities

• Support cycle counts and inventory validation programs
• Investigate discrepancies and identify root causes
• Reinforce adherence to transaction processes
• Support corrective actions to improve accuracy

Core Delivery Expectation

Ensure that inventory records consistently match physical inventory.

Success is achieved through high accuracy and elimination of recurring issues.

8. Cross-Functional Coordination

Responsibilities

• Collaborate with operations, customer service, purchasing, and accounting
• Communicate priorities, risks, and constraints clearly
• Align planning outputs with operational execution
• Support coordinated issue resolution

Core Delivery Expectation

Ensure alignment across the business, enabling coordinated and efficient execution.

Success is achieved when communication is clear and operations function as an integrated system.

9. Continuous Improvement & Operational Discipline

Responsibilities

• Identify opportunities to improve planning, procurement, and system processes
• Support implementation of process improvements
• Reinforce disciplined execution of workflows
• Contribute to increasing planning maturity

Core Delivery Expectation

Drive continuous improvement in capability and efficiency, reducing reliance on manual intervention.

Success is achieved when processes become more scalable and reliable over time.

10. Safety & Values Alignment

Responsibilities

• Operate in compliance with all safety standards and procedures
• Support safe planning and execution of all activities
• Demonstrate company values in all interactions

Core Delivery Expectation

Ensure that performance is achieved safely and in alignment with company values.

Success is achieved when safety and culture are consistently reinforced through daily actions.

Key Performance Indicators (KPIs)

KPI

Objective

Forecast Accuracy

Continuous improvement trend

Stockout Rate

Maintain low and controlled levels

Inventory Accuracy

>98%

Supplier Performance

Lead time and fill rate adherence

Production Schedule Adherence

>95%

Purchase Order Accuracy

High accuracy and timeliness

Backorder Aging

Timely resolution

Qualifications & Experience

Education & Training

• Post-secondary education in Supply Chain, Operations, or related field preferred
• APICS certification or training (CPIM/CSCP) strongly preferred

Experience

• 3+ years of experience in:
• Inventory planning
• Purchasing or replenishment
• Warehouse or operations coordination
• Experience working within an ERP system required

Skills & Competencies

• Working knowledge of:
• MRP and DRP principles
• Inventory and procurement processes
• Strong attention to detail and data integrity
• Ability to manage multiple priorities in a fast-paced environment
• Effective communication and coordination skills
• Proficiency in Excel and ERP systems

Closing Positioning Statement

Success in this role will be defined by the ability to ensure that forecasting, procurement, production scheduling, system data, and operational execution are consistently aligned, enabling efficient operations, reliable service levels, and strong inventory control.