Supply Chain Coordinator

About the Company

The company is a multi-brand beauty business originally founded in Auckland by a husband-and-wife duo, currently operating across New Zealand, Australia, and South Africa, with ongoing expansion into the US market. The team is small and hands-on, with this position playing a crucial role in ensuring consistent product availability and smooth supply chain operations.

Role Overview

The Supply Chain Coordinator ensures dependable order placement, coordinates with suppliers, and maintains clear visibility of stock levels across all manufacturing partners. This role provides commercial leadership with early alerts on potential supply risks to prevent stock shortages or delivery failures.

Key Responsibilities

• Monitor product sell-through and consumption rates across retailers and markets, proactively initiating purchase orders before stock levels become critical.
• Analyze internal order history and trend data, including past purchase order timing, products, volumes, and production frequency, to guide proactive ordering.
• Place and confirm purchase orders with contract manufacturers located in New Zealand, South Africa, and the USA, as well as packaging suppliers, in alignment with consumption analysis and client coordination.
• Track the status of purchase orders from placement through supplier confirmation, production stages, and dispatch.
• Immediately report any supplier delays, quantity mismatches, or pricing changes once identified.
• Coordinate freight and shipping schedules with manufacturers and freight partners for each geographic market.
• Monitor inbound shipment progress and raise flags for delays relative to expected arrival times.
• Maintain precise lead time data by manufacturer and shipping route, considering approximately 35-day production cycles for packaging suppliers plus sea freight duration per destination.
• Manage stock visibility by SKU and market using Cin7 Core software, incorporating actual retailer sales data and consumption rates rather than relying solely on initial stock figures.
• Calculate stock coverage in weeks against client-determined minimum thresholds per SKU and market, promptly flagging any items that fall below the acceptable stock level outside regular reporting intervals.
• Provide structured weekly updates detailing purchase orders placed and confirmed by manufacturer, pending purchase orders awaiting confirmation, shipment statuses and delays, stocks falling below thresholds, and any impediments requiring client input (explicitly confirming when none exist).
• Adapt update frequency to a shorter interval as requested by leadership during critical periods such as travel or new market launches, without altering the core scope of responsibilities.

Qualifications and Skills

• Proven experience in supply chain, procurement, or logistics coordination roles, including direct purchase order management with suppliers or manufacturers.
• Experience working with international suppliers across various countries and time zones.
• Familiarity with coordinating container and sea freight shipments, including booking, monitoring, and managing shipping documentation.
• Hands-on experience using inventory or ERP systems such as Cin7, Unleashed, NetSuite, or Fishbowl.
• Practical experience with accounting platforms like Xero or comparable software.
• Experience using project or task management tools such as ClickUp or similar platforms.
• Routine use of Google Workspace apps (Gmail, Drive, Docs, Sheets) with confidence.
• Strong communication abilities: clear, proactive, and assured interaction with suppliers, manufacturers, and commercial leadership, with prompt issue escalation.
• Highly organized with meticulous attention to detail, essential for identifying risks and preventing commercial problems through accurate and timely reporting.
• Self-motivated, capable of working independently with minimal supervision, while maintaining disciplined and consistent reporting routines.