Promotional Products Purchasing Coordinator

About PerkUp

PerkUp is a fast-growing HR Tech startup disrupting the $242B corporate gifting industry. Our platform lets employers send high-quality swag, gifts, gift cards, and rewards to employees globally — with On Demand fulfillment, 9 warehouses across 4 continents, and 60+ HRIS integrations. To learn more, visit perkupapp.com.

We are looking for a detail-driven Procurement Coordinator to own the full purchase order lifecycle — from sales order conversion to vendor management, production tracking, and warehouse delivery. You won't be waiting to be told what's falling behind. You'll already know, and you'll already be handling it.

This role is fully remote and based in the Philippines, working EST business hours (9 PM to 5 AM PHT). Night shift comfort is a must, not a maybe.

Key ResponsibilitiesPurchase Order Management

• Convert approved sales orders into accurate purchase orders within 24 hours
• Manage the full PO lifecycle end to end: order placement, artwork approvals, proof reviews, production tracking, and delivery confirmation
• Process 10+ concurrent orders across multiple vendors and product categories without losing a single detail
• Review vendor invoices for accuracy against POs and flag discrepancies before payment
• Maintain clean, up-to-date order records in the PerkUp platform

Vendor & Supplier Management

• Build and maintain strong relationships with US and international promotional product suppliers and decorators
• Manage vendor communications: proof approvals, production timeline confirmations, shipping coordination, and issue resolution
• Source alternative vendors or substitutions when items are out of stock, delayed, or discontinued
• Negotiate pricing improvements and identify cost-saving opportunities across orders
• Evaluate vendor performance on quality, turnaround time, and communication — flag underperformers

Production & Fulfillment Coordination

• Track all open orders daily and proactively flag delays before they become problems
• Coordinate inbound shipments with 9 warehouse partners across the US, Canada, UK, EU (Riga), India, Hong Kong, China, Mexico, and Melbourne
• Ensure production specifications are met: correct decoration methods (screen printing, embroidery, DTG, DTF, laser engraving), Pantone color matching, and sizing accuracy
• Manage kitting projects — coordinate multi-item kit assembly, custom packaging, and crinkle fill requirements with warehouse teams
• Handle exceptions and escalations: supplier delays, customs holdups, damaged goods, international shipping issues, and last-minute changes

Process Improvement & Reporting

• Identify patterns in recurring issues (vendor delays, quality problems, shipping errors) and bring forward process improvements
• Maintain and update vendor scorecards and preferred supplier lists
• Provide weekly status reports on open orders, production timelines, and potential risks
• Collaborate with the Operations and Customer Success teams to ensure client delivery expectations are met

QualificationsRequired

• At least 1 year of purchasing or procurement experience within the promotional products, corporate gifting, or branded merchandise industry
• Sales Order (SO) and Purchase Order (PO) fluency — you've processed orders end to end and understand the full order lifecycle
• Hands-on experience with promotional product decoration methods: screen printing, embroidery, DTG, DTF, heat transfer, and laser engraving
• Excellent written and spoken English — you can run vendor calls, internal syncs, and write clear status updates with confidence
• Strong project management skills — you can manage 10+ active orders simultaneously without things falling through the cracks
• Proficiency in Google Workspace (Sheets, Docs, Slides) and comfort learning new platforms quickly
• Your own reliable work setup: personal equipment, stable internet, and a quiet workspace for night-shift hours

Nice to Have

• Experience with CommonSKU, PromoStandards, or other promotional products industry platforms
• Familiarity with SAGE or ESP product research tools
• Experience coordinating international shipments, customs documentation, and DDP/DDU shipping terms
• Experience with Shopify, Stripe, or e-commerce fulfillment platforms
• Familiarity with warehouse management and 3PL coordination
• Experience using AI tools for productivity and process optimization
• Knowledge of quality control for branded merchandise (Pantone matching, proof review, decoration QC)

What We Offer

• $1,400/month, fixed
• Up to 20 paid leave days per year, with 5 days carry forward
• Laptop provided after 3-month review
• Annual salary and performance review
• Paid access to AI tools and certification programs
• Flexible schedule for occasional personal errands
• Direct collaboration with the CEO, COO, and Operations leadership — your voice matters

Hiring Process

1. Skills Assessment (TestGorilla)
2. Initial Interview
3. CEO Interview
4. CPO Interview
5. Working Session
6. 2-Reference Checks