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Procurement Coordinator - Ops

Date: May 11, 2021

Location: Carlsbad, CA, CA, US

Company: Glanbia

Procurement Coordinator

Job Description Revised July 2020

Supervisor’s Title:             Senior Procurement Operations Manager  

Department:                        Procurement

Location:                             Carlsbad, CA

Exempt Status:                   Non-Exempt

Position Backed Up By:  Senior Procurement Operations Manager      



At Glanbia Nutritionals Inc., our portfolio centers on dairy and non-dairy nutritional ingredients. We co-innovate and deliver ingredient solutions and precision premixes for use in the mainstream food and beverage, infant and clinical, and functional nutrition markets. We are the number one provider of whey-based nutritional ingredients globally and the number one producer of American-style cheddar cheese. Our protein systems have transformed the bar and beverage categories — bringing increased levels of protein, cleaner labels and greater product functionality to market. We have a direct presence in 21 countries, with manufacturing facilities in the US, Germany and China, and international sales and technical offices around the world.


Job Summary

The Procurement Buyer is responsible for performing procurement activities for domestic and international buys of direct materials for GN facilities. Essential activities may include, low value price negotiations, supporting the replenishment planning process, placing purchase orders to satisfy demand, maintaining all purchase order information (up-to-date), expediting as needed, resolving issues relating to receiving and invoicing, and managing material returns.

Essential Functions

  • In collaboration with the Materials Planner and for assigned areas of spend, order direct materials in order to maintain inventory levels as agreed between Procurement, Supply Chain and PSM to minimize costs, ensure minimal stock out occurrences and maximum customer demand adherence. Do so by reviewing the Material Planner recommended purchase volumes and making adjustments based on knowledge of economic order quantities, supplier/supply chain factors and ongoing site initiatives. Primary job functions do not include materials planning but rather, coordination with the Materials Planner to ensure the plan is executed and occasionally covering for the Material Planner’s leave.
  • Communicate demand forecasts for ingredients to suppliers to support supplier planning activities.
  • Work closely with the Category Management team to understand Category strategy such that orders are placed in adherence with the defined strategy.
  • Manage orders to ensure fulfillment meets the needs of the production schedule including:
  • Regularly reviewing system data to ensure orders placed still meet the demand requirements.
  • Update purchase order data to accurately reflect order confirmations and changes as the order progresses.
  • Work with supply base to understand the urgency of orders and expedite as required.
  • Work with internal stakeholders and agreed processes to expedite the approval of new direct materials/substitutes on an urgent basis.
  • Partner with internal stakeholders to report and manage product shortages and material availability. As assigned, work with applicable internal and external stakeholders to perform root-cause investigations and implement corrective actions on any stock-out scenarios.
  • Support customer projects and new product commercialization efforts by managing non-planned orders and submitting the material commercialization approval form when new material evaluations are approved.
  • As assigned, submit ingredient substitution requests or supplier change requests for consideration using agreed upon business practices. Responsible for learning and executing on knowledge of R&D and Quality requirements regarding material and supplier qualification and foster productive working relationships with these teams in order to achieve Procurement goals.
  • Submit Supplier non-conformance issues to the appropriate supplier contact. Ensure responses are received by the appropriate internal stakeholders for review.
  • Perform day-to-day sourcing activities of low value, one-off purchases (spot buys to support the Category Team as needed.
  • Gain a workable knowledge of planning and execution software systems in order to effectively and efficiently complete all tasks as assigned.
  • Request missing documents for quality and customer service as requested.
  • Manage expired material list and initiate relative actions such as shelf-life extensions.
  • Support resolution of assigned category/site supply issues.
  •         Monitor invoice discrepancies to make sure issues are resolved to enable on-time payment to suppliers.
  • Coordinate Logistics (Import & Domestic).
  • Maintain assigned master data in the system to ensure that the planning software has the most accurate inputs.
  • Support the purchases of indirect material needs by converting indirect requisitions to purchase orders and modifying orders as requested. Additionally, act as support for the resolution of invoice discrepancies on indirect orders.
  • Foster the Glanbia culture of “The Customer Champion” through outstanding service with a “can do” attitude.
  • Regular attendance is an essential function of this position.


Additional Functions

  • Any other key functions and will include any items not captured under essential functions
  • Specific indicators will be outlined during PDP Process
  • Adherence to all Glanbia policies and codes of conduct while carrying out day-to-day duties.



  • Bachelor degree or APICs/ISM Certification recommended; experience can take the place of education.
  • Minimum of 1-3 years of business experience; college education can take the place of work experience
  • Working knowledge of and experience with food or fortification manufacturing environment is preferred.
  • Ability to effectively interact with all levels of personnel, customers, and vendors with the utmost professionalism.
  • Flexibility and the ability to multi-task in a fast paced environment is a must.
  • Ability to read and/or respond to 150+ emails daily
  • Strong math skills, and knowledge of the metric system, are required.
  • Must have demonstrably strong interpersonal and communication skills (both written and verbal), to include speaking clearly in positive or negative situations.
  • Excellent analytical ability with a high degree of creativity.
  • Strong business understanding and orientation and effectively handles multiple, rapidly changing and conflicting priorities.
  • Detail oriented with the ability to multi-task under pressure.
  • Must be results focused and oriented toward accomplishment of team goals.
  • Possesses a passion for learning new skills
  • Ability to work with minimal supervision while remaining productive at all times.
  • Negotiation skills preferred.
  • Fluent in written and spoken English required
  • Strong math skills, and knowledge of the metric system, are required
  • Proficiency with MS Word, Excel, Outlook, and PowerPoint, and ability to type 40 WPM.
  • Experience with and solid understanding of ERP/MRP systems, preferably SAP with the ability and desire to work within and progress such complex systems with eTender and Business Objects experience also preferred
  • Heavy Data analysis including MS Excel pivot tables and spreadsheets to do calculations on cost potency changes, percentages, etc




Typical Physical Activity

Physical Demands

The physical demands described represent those that must be met by an employee and the work environment characteristics are those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Regularly involves talking or listening, sitting, and the use of hands and fingers.
  • Regularly involves going up and down stairs.
  • Frequently involves reaching with hands and arms, standing and walking.
  • Occasionally involves crouching, stooping, kneeling and/or climbing or balancing.

Physical Requirements

  • Must be able to lift and carry items weighing up to 20 pounds.
  • Manual dexterity sufficient to reach/handle items, works with the fingers, and perceives attributes of objects and materials.
  • Involves moderate physical activity performing non-strenuous daily activities of a primarily administrative nature.
  • Should be able to identify and distinguish colors, see clearly at 20 inches or closer and 20 feet or more, observe an area that can be seen up and down or to the left and right while eyes are fixed on a given point, judge distances and spatial relationships, and adjust the eye to bring an object into sharp focus.

Typical Environmental Conditions

  • May be exposed to moderate noise levels (i.e. office equipment, light traffic).
  • May be exposed to moderate to high noise levels (i.e. production equipment, forklifts, heavy traffic).
  • May be exposed to humidity, intense heat and cold, outdoor weather conditions, and fumes and toxic chemicals.
  • May work in areas with mechanical moving parts, above ground with risk of fall, or areas with risk of electrical shock.

Travel Requirements

  • N/A



Must perform the essential duties and responsibilities with or without reasonable accommodation efficiently and accurately without causing significant safety threat to self or others.  The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties and/or skills required of all personnel so classified.

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