Procurement & Customs Coordinator

Procurement & Customs Coordinator

We are seeking a highly organized and detail-oriented Procurement & Customs Coordinator to support procurement, customs invoicing, shipping coordination, and administrative operations. This role is responsible for entering and maintaining accurate data across multiple software systems, coordinating with vendors and suppliers, supporting purchasing activities, and ensuring shipment and customs documentation is complete and accurate.

The ideal candidate is comfortable working at a computer for the majority of the day, possesses strong attention to detail, has experience working directly with vendors, and is proficient in Microsoft Excel. This position plays a key role in ensuring materials, documentation, and shipments are processed efficiently while supporting day-to-day business operations.

Key Responsibilities

Customs Documentation & Data Management

• Enter and maintain customs, shipping, invoicing, and procurement information within multiple software systems.
• Review shipment and customs documentation for accuracy and completeness.
• Coordinate with vendors, freight providers, and internal stakeholders to obtain required documentation.
• Ensure compliance with internal processes and international shipping requirements.
• Validate and audit data entries to maintain a high level of accuracy.
• Generate, maintain, and update reports using Microsoft Excel.
• Utilize Excel formulas, spreadsheets, and basic macros to support reporting and data management activities.

Procurement Support

• Assist in fulfilling approved purchase requests through company purchasing systems.
• Serve as a direct interface with vendors and suppliers.
• Research pricing, lead times, and part availability.
• Coordinate shipment tracking and delivery activities.
• Provide responsive support for local suppliers and vendors.
• Obtain vendor quotes and maintain procurement-related documentation.
• Communicate with vendors regarding order status, delivery schedules, pricing updates, and documentation requirements.
• Maintain accurate purchasing records and ensure timely processing of procurement requests.

Shipping & Receiving Support

• Coordinate domestic and international shipments, including parcel, LTL, and dedicated transportation services.
• Assist with receiving incoming freight and material deliveries.
• Identify and route packages to the appropriate departments when shipping information is incomplete.
• Prepare and package outgoing shipments for domestic, international, and storage purposes.
• Support customs and international shipping processes by ensuring required documentation is completed and filed accurately.
• Track shipments and proactively communicate delays, shortages, or delivery issues.

Required Qualifications

• 5+ years of experience in procurement, logistics coordination, customs documentation, shipping/receiving, administrative support, or a related business function.

• Experience working directly with vendors and suppliers.
• Strong Microsoft Excel skills, including formulas, filtering, sorting, lookup functions, and basic macros.
• Experience entering and maintaining data in multiple software systems.
• Excellent attention to detail and commitment to data accuracy.
• Strong organizational and time management skills.
• Effective verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Comfortable working at a computer for extended periods throughout the workday.

Preferred Qualifications

• Experience with import/export documentation, customs invoicing, or international shipping processes.
• Familiarity with ERP, inventory management, purchasing, shipping, or logistics software.
• Associate's degree in Business, Supply Chain Management, Logistics, Operations, or a related field.

The Company:

Viable Engineering Solutions is a world-class concept-to-completion center for the industrial market. We take Research and Development to the next level providing rapid prototyping, robotics, automation, and non-destructive testing solutions in our state-of-the-art concept-to-completion facility. We are located in Orlando in the heart of the Central Florida Research Park.

Affirmative Action / Equal Opportunity Employer Statement:

Viable Engineering Solutions is an Equal Opportunity Employer and takes affirmative action to employ and advance qualified individuals without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, protected veteran status, or disability.

In compliance with federal law, we encourage qualified individuals with disabilities and protected veterans to apply. Reasonable accommodations are available upon request. As a federal contractor, Viable is committed to complying with Section 503 of the Rehabilitation Act and the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA).