Procurement Associate

KEY RESPONSIBILITIES

Purchase Order Execution & Management

• Create, issue, and process purchase orders in Sage 100 based on approved requisitions and reorder recommendations.
• Confirm order acknowledgments with vendors and verify pricing, quantities, and delivery dates align with PO terms.
• Track open purchase orders through to receipt and resolve discrepancies in quantity, pricing, or specification.
• Maintain accurate PO documentation and filing in accordance with company recordkeeping standards.

Vendor Coordination & Expediting

• Communicate with vendors regarding order status, lead times, and shipment tracking.
• Expedite orders at risk of late delivery and escalate material shortages to the Purchasing Lead.
• Assist with resolving invoice, packing slip, and receiving discrepancies alongside AP and receiving teams.
• Support vendor onboarding tasks such as collecting W-9s, insurance certificates, and pricing agreements.

Inventory & Reorder Support

• Monitor reorder point reports and flag SKUs approaching or below minimum stock levels.
• Assist in maintaining accurate lead time, safety stock, and reorder quantity data in Sage 100.
• Support cycle count and physical inventory activities as needed.
• Help identify slow-moving or excess inventory for review by the Purchasing Lead.

Data & Reporting

• Maintain and update procurement tracking logs (open PO status, vendor scorecards, price variance).
• Prepare routine reports summarizing open orders, past-due deliveries, and spend by vendor or product line.
• Support gap analysis and price list reconciliation for key vendor accounts.
• Ensure procurement data entered into Sage 100 is accurate, complete, and properly coded.

Cross-Functional Collaboration

• Partner with production, warehouse, and shipping/receiving teams to align purchasing with operational needs.
• Coordinate with Accounts Payable to resolve invoice matching and payment timing questions.
• Support special sourcing projects and vendor comparisons as directed by the Purchasing Lead.

QUALIFICATIONS

Education & Experience

• Associate's or Bachelor's degree in Business, Supply Chain, or related field preferred; equivalent experience considered.
• 1–3 years of experience in purchasing, procurement, or supply chain support in a manufacturing environment preferred.
• Experience with ERP systems (Sage 100 preferred) strongly preferred.

Skills & Competencies

• Strong attention to detail and accuracy in data entry and order processing.
• Solid working knowledge of Microsoft Excel (pivot tables, VLOOKUP/XLOOKUP a plus).
• Clear written and verbal communication skills for vendor and internal coordination.
• Ability to manage multiple open orders and priorities in a fast-paced, deadline-driven environment.
• Team-oriented with a willingness to learn and take direction from the Purchasing Lead.

PERFORMANCE METRICS

Metric

Target / Expectation

On-time PO issuance

PO issued within 1 business day of approved requisition

On-time delivery rate

Support Purchasing Lead in maintaining 95% on-time vendor delivery

Data accuracy

Sage 100 PO and vendor data entered with zero material errors

PO/invoice discrepancy resolution

Discrepancies resolved within 3 business days

Reporting cadence

Open order and reorder reports delivered on schedule

WORKING RELATIONSHIPS

• Reports directly to: Purchasing Lead (ABH / FCB P)
• Regular collaboration: Production Planning, Warehouse/Receiving, Accounts Payable
• Key vendor contact for routine order status, expediting, and documentation needs