Purchasing Coordinator

Purchasing Coordinator (Remote)
At GPL Technologies, our mission is to provide powerful, reliable, and innovative technology services and leadership to creative companies by combining specialized industry expertise with excellence in engineering. We are a rapidly growing technology services firm that cater to some of Hollywood’s most notable movie studios, gaming companies, visual effects houses, and advertising firms. Our vision is to expand GPL’s presence globally, building an elite team of technology specialists focused on empowering creatives to achieve their vision without worrying about managing technology.

Job Summary
The Purchasing Coordinator is responsible for managing the procurement process, ensuring accurate documentation and communication between sales, accounting, and vendors. This role plays a key part in maintaining product order accuracy, updating internal systems, and supporting both the sales team and customers through the purchasing and post-sales process. The coordinator ensures timely order fulfillment, correct product shipments, and smooth collaboration between internal teams and external vendors. This position also supports the tracking and resolution of defective or incorrect items and manages product renewals for customers.

• This role is remote, however, the candidate needs to be based in Mexico City, Mexico or San Jose, Costa Rica.

Purchasing and Post Sales Responsibilities:

• Make sure that all Closed Opportunities have complete information on PDF copies uploaded to Hubspot and/or Autotask, including signed GPLQ, customer PO, SOW
• Verify that “Ship To” address on the signed GPLQ is correct, if not, send additional information to be included so the Order process is correct
• Verify that the email address for software and license orders is correct
• Consistent and regular follow up with vendors on Estimated Ship Date and Estimated Delivery Date in order to have accurate tracking on all open orders.
  • Updating notes in all systems with these dates to ensure everyone knows current status.
• Work with customers and vendors on RMA if any defective or wrong items were sold for the project
• Update QuoteWerks on Serial Numbers, SKU numbers, Order Numbers, and Shipping Tracking Information.
• Update QuoteWerks when product is received by customer, update all processes with delivery date, and close out the project.

Sales Team Support Responsibilities:

• Serve as liaison between Sales and Accounting teams to ensure the correct products are ordered and shipped, invoices are sent, etc.
• Maintain general technical knowledge of all products sold and integrated by GPL
• Create quotes in quoting tool and hand off to Account Executives for delivery to customer
• Coordinates with Sales Account Managers on licenses or customer subscription due for renewal.
• Maintain relationships with vendor technical resources to facilitate rapid resolution or escalation of technical issues raised by customers

Skills & Requirements

• Strong organizational and time-management skills with attention to detail.
• Excellent communication skills, both verbal and written.
• Ability to manage multiple tasks simultaneously and work efficiently in a fast-paced environment.
• Knowledge of procurement processes and order management systems (e.g., HubSpot, Autotask, QuoteWerks).
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).
• Ability to collaborate effectively with internal teams and external vendors.
• Problem-solving skills, especially in handling RMAs and order discrepancies.
• High school diploma required; Associate’s or Bachelor’s degree in Business Administration, Accounting, Supply Chain or related field preferred.
• Previous experience in purchasing, sales support, or logistics is a plus.

This role is ideal for a detail-oriented, proactive individual who thrives in a collaborative and dynamic environment.

Job type

• Full-time
• Remote work from home

Compensation and Benefits
We provide a competitive compensation package. Our belief in work-life balance aligns well with our very liberal vacation and personal time policy. Above all, you'll be a part of a great team of people serving a vibrant and exciting community of creative media companies around the globe.

About Us
GPL Technologies is helping studios, VFX companies, post-production facilities, creators, artists and producers become more effective – faster, less expensive, more collaborative, with fewer headaches, and with more productivity anywhere in the world. Most of the “who's who” in media and entertainment (Netflix, Disney, Warner Bros. Discovery, Sony, and Amazon Studios to name a few) are already working with GPL Technologies to create content with record speed, quality and efficiency.

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