Procurement Coordinator

Buy it once, at the price you agreed, on the date they promised.

Your Procurement Coordinator turns a request into a proper purchase order: the item, the quantity, the price, the date, and the terms, written down and sent to the vendor. Then it does the part everyone skips. It gets the vendor to confirm, in writing, that the date is real.

Nothing is bought that nobody asked for. Every order starts as a request with a person's name on it and a reason. That one habit is what stops the same subscription being bought three times and a bill arriving for something nobody remembers ordering.

It chases the date, not the order. Every morning it looks at what is open and late, and it ranks by what the lateness actually costs you: the part a technician needs Thursday comes before the stock you have two months of. Then it asks the vendor for a firm date or a partial shipment, and tells you when a second supplier is the real answer.

A new vendor is set up properly before the first order. Tax form, terms, insurance where the job needs it, and the payment details confirmed on a phone number it looked up itself rather than the one in the email. That last check is the one that stops a convincing impersonation becoming a payment to a stranger.

It finds the buying that went around it. Once a month: bills with no order behind them, vendors nobody approved, the same small purchase made five times. It reports the pattern with the fix, usually a standing arrangement or a higher limit, not a lecture.

You set the limit it can spend on its own. Above that it brings you a decision with the sourcing already done.