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Purchasing and Shipping Coordinator

3 months ago

Fort Worth, United States Vytelle Full time
Job DescriptionJob DescriptionSalary:

Job Title: Purchasing and Shipping Coordinator 

Company: Vytelle 

Reporting to: Global Supply Chain Manager 

Direct Reports: [0] 

Location: Fort Worth, TX 

Salary Range: Commensurate with experience 

Status: Full Time 


ABOUT VYTELLE 

We are a global precision livestock company reshaping how cattle producers worldwide unlock animal performance. Our portfolio includes world class Bovine phenotypic and genotypic data capture system via Vytelle SENSE and Vytelle INSIGHT which enables producers to accurately select desired traits to continually produce elite progeny, coupled with Vytelle ADVANCE In Vitro Fertilization Service, which enhances the speed at which   genetic improvement can be made. 


ROLE OVERVIEW 

The Purchasing and Shipping Coordinator is responsible for buying and shipping all the necessary materials to maintain a successful flow of operations within Vytelle’s internal and external network. This includes all the Vytelle owned labs, partner labs, joint ventures, and potentially the Calgary warehouse.  There are multiple departments that need items sourced from commercial vendors. These departments must be informed as to when they will receive these materials. This means that this position is responsible for continuous communication with vendors to understand current on-hand item availability, potential changes in item codes, shipping ETAs and more. The P&S Coordinator must maintain updates to the requesting departments of said materials on a High-Frequency basis even if the information remains the same.   


RESPONSIBILITIES 

Purchasing from Vendors  

  • Must build rapport with each vendor and learn the correct points of contact for purchasing so that we can execute on requests and have product delivered to the requesting parties ASAP  

Documentation collection from other departments  

  • All Shipments require documentation upon receipt, and it is vital the P&L coordinator retrieve the necessary documentation from the labs so that they may attach the packing slips as proof of delivery in Business Central  

Purchase Orders  

  • Must learn how to accurately execute POs in our Business Central platform so that there are no mistakes in the item descriptions, Units of Measurement, etc.   

Finance Cross Functional Demands 

  • This position will require frequent collaboration with the Finance department. As an essential stakeholder in the procure to pay structure, Finance is directly affected by most supply chain decisions and this role will be crucial in maintaining a collaborative relationship to develop SOPs or additional improvements to the procure to pay structure.  

Sales Orders  

  • Must execute sales orders in the right Business Central environments, ensure the accurate locations are selected, and accurately detail line item descriptions  

Backorder Scenarios  

  • Must become familiar with backup vendors that have to be utilized in times where our primary vendors run into supply chain challenges that delay orders beyond a reasonable date. This also requires oftentimes for the QC department to be consulted to verify whether a substitute item is approved for lab or field use  

Maintaining Updates to requesting parties  

  • One of the most important components to this job is the communication we must maintain with requesting parties through the span of a PO being purchased and delivered. There will be teams in need of items all over the world and they most often do not have the luxury of waiting for what they need for an extensively long time. Therefore, it is vital that we keep up the correspondence with vendors to feed updates related to production and delivery to the requestor(s) on a regular basis  

SOP Differentiation for Partner Labs  

  • There are several different labs throughout the world that partner with Vytelle but are not Vytelle-owned. This means that they often have their own unique SOPs that must be respected when shipping those materials. It is imperative to keep up to date with these SOPs and work with the international lab management team to keep up with any changes.   

Logistics Documentation Generation  

  • Shipping materials requires a variety of different documents (CIs, BOLs, PLs, COOs, etc.) that this position must learn to generate  

Quoting to 3PLs  

  • Multiple logistics brokerages must be consulted on a semi-regular basis for shipments both domestically and internationally, prices must be compared against service requirements and decisions must be made as to who to partner with for each shipment  

Maintaining only active POs   

  • Should never have outdated POs that have already been received and reflect otherwise in our MRP software  
  • Role Model Behaviors - Engage, enable empower and act on: 

 

Vytelle’s Core Values 

Leadership: Inspire and serve and seek the best in each other 

Endurance: Pacesetter, takes action and realizes results 

Pioneer: Infinitely curious, catalyst and listens for ideas 

Love: Contagious passion for customers and our purpose 

Count on me: Take accountability, Depend on each other and Adaptable.  

Ability to adopt and adhere to Vytelle’s Foundation: The Common Thread of Integrity, Respect and Trust 


In addition to: 

Teamwork: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the Company. Set goals, resolve problems, and make decisions that enhance the Company’s effectiveness. 

Team Member Orientation: Anticipate, understand, and respond to the needs of team members to meet or exceed their expectations. 

Direction and Decision making: Positively influence others to achieve results that are in the best interests of the Company. Assess situations to determine the importance, urgency, and risks, and make clear decisions are timely and in the best interests of the Company. 


SKILLS AND ATTRIBUTES 

  • Good communication skills for interacting and coordinating with coworkers  
  • Willingness to work as a team player  
  • Ability to learn and follow specific procedures 
  • Problem-solving skills to effectively handle urgent issues  
  • Flexibility to perform varied tasks  
  • Physical stamina and strength to tolerate heavy lifting and standing for extended periods of time  
  • Organizational skills when assembling packages and shipments  
  • Outstanding attention to detail   
  • Quality driven   
  • Risk tolerance and ability to deal with ambiguity   
  • Bias for execution with strong sense of time organization and urgency  
  • Ability to understand new issues quickly and make wise decisions  
  • Ability to work under pressure and plan personal workload  
  • Balance between critical review and positive mindset 
  • Strong Sense of Urgency 
  • Big Picture mentality to understand how one’s functions affect the business as a whole and specifically how they affect other departments success  


EXPERIENCE AND QUALIFICATIONS 

  • Bachelor’s degree in Business, Administration, or related field 
  • Strong PC skills including internet and Microsoft Office suite of products, specifically Word and Excel  
  • Basic understanding of or ability to quickly learn company product codes and terminology, as well as the necessary features and care. Basic understanding of or ability to quickly learn policies and procedures associated with shipping and receiving in a distribution center environment  
  • Two years of work experience in purchasing and/or shipping is preferred 


EQUAL EMPLOYMENT OPPORTUNITY POLICY   

Vytelle provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.  

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.